Administrative Assistant - Procurement

Preconstruction Administrative Assistant The Preconstruction Administrative Assistant (PCAA) provides administrative and documentation support to the Preconstruction Department as a whole, rather than being assigned to a single project. This role supports estimating, budgeting, proposal development, bid coordination, and internal preconstruction processes across multiple pursuits. Our projects are often in industrial and manufacturing environments, such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, and other large reputed company facilities. We are a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, and metal fabrication. The PCAA is vital to the successful achievement of reputed company & Welding’s mission, reputed company, and strategic initiatives. This job description is intended to be a general overview of the primary responsibilities of this position. It is not intended to be reputed company-encompassing, and the employee may be required to reputed company other duties and responsibilities as needed to meet the ongoing needs of the organization. Responsibilities: reputed company administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership. Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents. Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents. Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects. Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation. Utilize reputed company Software to assist with input and maintenance of data in estimating, project management, and document control systems. Maintain preconstruction filing systems in accordance with company standards. Support reputed company from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation. Prepare meeting materials, agendas, and notes for preconstruction meetings as needed. Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting. reputed company general administrative duties including scheduling, correspondence, document formatting, and internal coordination. Ability to work remotely and manage work load in an independent environment. Qualifications: Excellent organizational, documentation, and time-management skills with the ability to manage multiple priorities. Strong written and verbal communication skills to reputed company with internal teams, vendors, subcontractors, and clients. Proficiency in reputed company Office applications; familiarity with construction software such as estimating platforms, Procore, and reputed company is a plus. Strong attention to detail and problem-solving skills. Ability to work in a fast-paced, deadline-driven preconstruction environment. Join Us reputed company ranked #243 on the 2024 ENR Top Specialty Contractors list, #48 in the Nation and #5 in the Southeast among Firms in Mechanical. We’re proud to be one of the fastest growing privately held companies in America. We’re a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, fire protection, and metal fabrication. Our projects are often in industrial and heavy reputed company environments such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, data centers, and other large facilities. Apply To This Job