Administrative Assistant

AH Construction is an expanding commercial general contractor committed to building exceptional projects and an exceptional team. We are looking for an experienced Preconstruction Administrative Assistant to join us in Virginia Beach, VA and become an important part of our Preconstruction and Estimating team.

If you are organized, personable, detail-oriented, and take pride in keeping things moving, building relationships, and being a dependable resource to your team — we want to hear from you.

As a Preconstruction Administrative Assistant at AH Construction, you will provide critical administrative and organizational support to our Preconstruction and Estimating team throughout the bidding and preconstruction process.

You will work closely with Estimators, Preconstruction Managers, Project Managers, subcontractors, vendors, suppliers, architects, owners, and other project partners. This is a hands‑on position for someone who enjoys a fast-paced construction environment, is comfortable on the phone, and takes ownership of follow‑up and details.

A major part of this role involves communicating with subcontractors and vendors — soliciting bids, following up on outstanding pricing and documentation, answering questions, and maintaining positive working relationships with our trade partner community.

• Provide day-to-day administrative and organizational support to the Preconstruction and Estimating team.
• Set up new projects and maintain accurate project information in construction management, estimating, and document management systems.
• Maintain organized and up-to‑date project, bid, subcontractor, vendor, and preconstruction files, databases, contact lists, bid logs, and other tracking tools.
• Prepare and distribute bid invitations, requests for pricing, bid correspondence, clarifications, and other bid‑related communications.
• Make frequent telephone calls to subcontractors and vendors to solicit bids, confirm interest and availability, obtain pricing, and follow up on outstanding bids and information.
• Build and maintain positive working relationships with subcontractors, vendors, suppliers, consultants, owners, and other project partners through professional and effective communication.
• Track subcontractor and vendor responses, proposals, quotes, required documentation, and outstanding bid items, proactively following up to ensure information is received by required deadlines.
• Distribute drawings, specifications, addenda, bid forms, and other project documents, and help ensure subcontractors and vendors are working from the most current project information.
• Organize and maintain electronic bid documentation, including drawings, specifications, proposals, correspondence, pricing, exclusions, clarifications, revisions, and final bid information.
• Assist with preparing bid documents, proposal packages, qualification packages, and other preconstruction materials.
• Assist Estimators with organizing and reviewing subcontractor and vendor quotes and supporting documentation for bid evaluation and comparison.
• Assist with preparing bid tabs, scope comparison information, and other estimating-related reports.
• Coordinate pre‑bid meetings, site visits, and other preconstruction activities, including meeting agendas, sign‑in sheets, minutes, and follow‑up items as requested.
• Maintain preconstruction schedules, calendars, deadlines, and milestone tracking to help ensure timely completion of bid and proposal activities.
• Assist with coordinating subcontractor and vendor questions during the bidding process and ensure questions and responses are communicated appropriately.
• Maintain effective document control and ensure the…