Preconstruction Administrator

Job Summary:

The Project Administrator provides vital administrative support to the Preconstruction team, ensuring seamless project execution from start to finish. This role requires a high number of phone calls, attention to detail, and the ability to manage multiple tasks efficiently. This position is responsible for the production and gathering of project-related information and then tracking, filing, and distributing this information to all related parties.

*This is a full-time, in-office role.

Key Responsibilities:

1. Upload and Download solicitation and project files received

2. Assist Preconstruction Team Leaders with managing the subcontractor solicitation process

3. Set up, publish, and maintain Pre-construction opportunities in the company’s construction management and project file management software – including all Drawings and Addenda Updates

4. Perform internet research and utilize other technology/software, as required, to improve Trade record keeping and alignment

5. Routinely update vendor/subcontractor information in the company’s solicitation and trade development database

6. Assist the Trade Development Manager, as needed, with the prequalification of vendors/subcontractors

7. Analyze at the project level subcontractor coverage daily and make the appropriate daily contact and record efforts to procure the coverage

8. Requires thorough knowledge and understanding of process flow to ensure information released to Pre-construction Team Leaders is complete, accurate, and well-organized

9. General assistance to accounting, preconstruction, and company staff, as required

10. Document control: receive, file, track, and distribute all construction documents to the appropriate Preconstruction Project Team Members

11. Generate meaningful and accurate meeting minutes and distribute them timely once approved by the Preconstruction Team Leader

12. Effectively and accurately communicate relevant project information to the project team

13. Communicate ideas for improving company processes with a positive and constructive attitude and develop this attitude in others

14. Manages each project’s Preconstruction Checklist to ensure proper direction with associated fees, if any, are communicated to the Preconstruction Team

15. Routinely monitor and manage the Bids Email

16. Adhere to and assist with the Trade Development Program as defined in the Standard Operating Procedures

17. Participate in training and continuous improvement

18. Responsible for following standard operating procedures

19. Maintain and build working relationships with subcontractors, suppliers, architects, engineers, and clients.

20. Assure our highly rated subcontractors, suppliers, architects, engineers, and clients always receive extraordinary treatment and respect.

1. A TEAM player. Having the ability to maintain flexibility and a positive attitude always
2. Ability to read and understand construction specifications and drawings.
3. Entry-level knowledge of standard estimating practices.
4. Excellent oral and written business communication skills.
5. Ability to multitask, prioritize, and handle pressure in a fast-paced environment.
6. Strong analytical, organizational and problem-solving skills.
7. Familiarity with the following software or internet-based programs is a plus:

o Building Connected

o Procore

o BlueBeam

o MS Excel

o MS Word

o Outlook

o Zoom

o MS Teams