The Pre-Construction Administrator supports the pre-construction team by coordinating administrative, scheduling, and documentation tasks related to estimating, bidding, qualification packages and early project planning. This role ensures timely flow of information between internal teams, subcontractors, and clients, while maintaining accurate records and assisting with proposal preparation.
Salary: $26.44/hr – $28.85/hr ($55,000 – $60,000 annually)
Benefits include: 401k matching, health insurance, dental insurance, vision insurance, health savings account (HSA), life insurance, and paid time off (PTO).
Responsibilities
- Support the Pre-Construction Manager, Business Development team and estimators with the following:
- Organize and maintain bid documents (check for insurance and bonding requirement, etc.)
- Attend public bid openings (when necessary)
- Prepare proposal letters and maintain consistency in utilization
- Review and format submitted proposal packages to ensure quality and professionalism
- Maintain accuracy and update CRM database
- Set up estimates in Accounting database
- Set up and organize estimate folders in IPS server share file system
- Print project drawings and other bid/project documents
- Develop organizational charts and update IPS Personnel CV’s for project specific proposals
- Utilize CRM to create reports for review meetings and to develop workflow communications and timely notifications.
- Update contact lists of idled former clients and prospective new clients to facilitate increased interaction and communication.
- Conduct professional communication with subcontractors, vendors, and clients regarding project documents, deadlines, and requirements.
- Support pre-construction meetings by preparing agendas, distributing minutes, and tracking action items.
- Ensure compliance with company procedures for document control, confidentiality, and contract administration.
- Support the development of organizational financial goals, objectives and metrics
- Understand, support and communicate the IPS culture and commitment to “Safety First” as a foundational commitment to our employees and our clientele
- Provide any other general administrative support to the pre-construction team as required along with back-up receptionist duties for the front desk.
Qualifications
- Associate degree in business, construction management, or related field preferred, or years of related experience preferred.
- 5+ years of construction administrative experience
- Proficiency in Microsoft Office Suite, CRM and construction management software (e.g., Procore, Bluebeam, or similar).
- Strong organizational skills with attention to detail.
- Ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.