Pre-Construction Assistant

Pre-Construction Assistant

The Pre-Construction Assistant provides administrative, operational, and project support to Pre-Construction and related operational teams. This role supports department objectives through coordination of meetings, project documentation, reporting, presentations, scheduling, communication, and special projects while helping maintain organization, workflow efficiency, and cross-functional collaboration across preconstruction operations.

The Pre-Construction Assistant works independently and collaboratively with internal teams, vendors, customers, and leadership to support project pursuits, departmental initiatives, and operational goals.

Essential Duties and Responsibilities:

• Provide administrative and operational support to Pre-Construction and cross-functional teams
• Coordinate and execute special projects including research, reporting, presentations, analysis, and departmental initiatives
• Assist with RFQs, RFPs, prequalification packages, and project-related documentation
• Schedule and coordinate meetings, travel arrangements, hotel accommodations, and departmental logistics
• Attend meetings, prepare meeting minutes, track action items, and follow up on outstanding tasks
• Maintain project documentation, records, files, and department reporting systems
• Assist with creation and organization of presentations, spreadsheets, reports, and internal communications
• Serve as the primary welcome contact for visitors and guests from outside the company, providing a professional and positive first impression

Coordination &

Collaboration:

• Maintain effective working relationships with internal departments, vendors, customers, subcontractors, and project managers
• Support communication and coordination between Pre-Construction, Planning, Project Management, Estimating, and operational team
• Assist with reviewing specifications, blueprints, and project documentation as needed
• Support department workflow management, scheduling coordination, and operational organization efforts
• Assist with process improvement initiatives and identify opportunities to improve departmental efficiency and workflow consistency

Project & Departmental Support:

• Maintain a strong sense of ownership and accountability while supporting departmental goals and operational priorities
• Work independently while effectively managing multiple assignments and deadlines
• Support continuous improvement efforts related to operational organization, reporting, and communication processes
• Maintain confidentiality and professionalism regarding company operations, project pursuits, and business information
• Perform related duties as assigned by management
• Maintain compliance with all company policies and procedures

Work Experience:

• Minimum 2 years of experience as a Project Assistant, Administrative Assistant, or related role

Education &

Certifications:

• High school diploma or equivalent

Additional Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills
• Strong customer service and interpersonal skills
• Strong organizational skills and ability to multitask effectively
• Excellent time management and follow-through capabilities
• Ability to work independently and collaboratively across departments
• Ability to accept direction and assignments from multiple sources while prioritizing responsibilities effectively
• Ability to work calmly under deadlines and external pressure
• Strong attention to detail and commitment to quality work
• Ability to maintain confidentiality and exercise sound judgment
• Strong computer skills including Microsoft Office Suite and document management platforms
• Ability to read and evaluate specifications and blueprints preferred
• Creative mindset focused on improving workflows and departmental processes

Travel Requirements:

• Regular visits to jobsites and company locations may be required
• Occasional out-of-area and overnight travel may be required based on operational needs

Other Requirement:

• Valid driver's license with acceptable driving record
• Ability to pass pre-employment drug screening and background check

Physical Requirements:

• Ability to perform the essential job functions in a variety of work environments, including office and/or active job site settings.
• Ability to remain in a stationary position for extended periods of time.
• Ability to move about the office or jobsite as needed to perform essential duties.
• Ability to operate standard office equipment and technology, including computers, phones, and related devices.
• Ability to communicate effectively in person, by phone, and through electronic means.
• Ability to occasionally position self to access materials, equipment, or work areas.
• Ability to occasionally move or transport work-related materials or equipment.
• Ability to tolerate moderate noise levels typical of office or construction environments.
• Ability to travel to various work locations as required.
• Ability to work indoors and/or outdoors in varying environmental conditions, as applicable to the position.
• Ability to maintain regular and reliable attendance…