Preconstruction Administrator

Role Description

The Pre-Construction Administrator supports the preconstruction and estimating teams by managing documentation, bid communications, and subcontractor coordination throughout all pre-construction bid phases. This role ensures accuracy, compliance, and timely distribution of bid-related information while serving as a key point of contact for subcontractors and the internal project team.

• Document control & management for all pre-construction bid phases, including sealed bid projects
• Create and submit legal notices per project contract requirements
• Create and maintain Plan and Specification Logs for all pre-construction bid phases
• Create Report Cover and Tabs for Estimate Report to Owner
• Communicate with Subcontractors regarding bid statuses and RFI's
• Process incoming bids for all pre-construction bid phases
• Publish bid results to Subcontractors once executed contracts are returned
• Process all Subcontractor Prequalification Applications
• Periodically send PM's and APM's list of newly added Subcontractors
• Send PM's & Accounting Staff annual Archives List
• Setup project in Pipeline Suite bid management system, including bid list and ITB
• Release ITB's and Project Notifications via Pipeline
• Distribute incoming RFI's from Subs sent via Pipeline (email to project team)
• Follow up communications via Pipeline or email to project bidders through bidding time frames
• Upload drawings and specs to Procore as needed
• Download closed Procore RFI's to server and upload to internal systems, notifying subcontractors

• Communicates and responds openly and in a timely way
• Good time management skills
• Well-organized and detail-oriented
• Ability to handle multiple tasks and prioritize tasks in a fast-paced environment
• Ability to work independently and with a team
• Deals effectively with change and uncertainty
• Proactive with planning and assignments