Preconstruction Administrative Specialist

Job Description

Job Description

The Preconstruction Estimating Department Administrative Specialist provides administrative, document control, and bid coordination support to Enterprise Electrical’s Preconstruction and Estimating team. This role organizes project information, tracks pursuit deadlines and submission requirements, coordinates vendor and subcontractor communications, and prepares proposal materials so estimators can develop accurate bids using current and complete information. The position supports the process from receipt of a bid invitation through proposal submission, bid follow-up, and transfer of awarded-project records.

Working under the direction of the Preconstruction Director or Chief Estimator, this position manages multiple administrative assignments with attention to accuracy, confidentiality, and follow-through. The Administrative Specialist anticipates missing information, communicates deadline risks, and adapts quickly as priorities change in a growing electrical construction business. Estimators retain responsibility for technical scope, quantities, labor assumptions, pricing decisions, and final estimate approval.

 

Essential Functions, Duties, and Responsibilities

Tasks may include, but are not limited to the following:

• Maintain the bid calendar, recording due dates, pre-bid meetings, site visits, review milestones, and customer submission requirements.

• Create project folders and maintain consistent naming, file organization, permissions, and document version control.

• Download, organize, and distribute drawings, specifications, addenda, bid forms, and customer instructions to the appropriate team members.

• Track document revisions and notify estimators of new addenda, changed deadlines, or updated submission requirements.

• Prepare and distribute invitations to bid using scope information and recipient lists approved by estimators.

• Maintain vendor and subcontractor contact information, bid lists, quotation logs, and records of follow-up activity.

• Follow up on outstanding quotations and clarification requests; route technical and pricing questions to the assigned estimator.

• Compile supplier and subcontractor quotations, pricing backups, and estimator-provided takeoff records for review.

• Enter and update estimating data as directed; check entries against source documents and flag missing or inconsistent information.

• Organize quote comparison worksheets and historical cost records without independently approving scope or pricing.

• Coordinate internal administrative deadlines and communicate missing documents or other issues that could delay bid review.

• Prepare proposals, qualifications packages, bid forms, scope letters, and presentations using approved content and templates.

• Check submission packages for required forms, attachments, signatures, formatting, and delivery instructions before final approval.

• Coordinate approved electronic uploads, email submissions, printing, binding, and delivery; retain submission confirmations.

• Track bid results, award status, and follow-up actions and prepare routine reports on pursuits, deadlines, and outcomes.

• Schedule meetings, prepare agendas, record requested notes, and follow up on assigned administrative action items.

• Organize approved estimate and proposal records for project turnover and archive completed pursuit files for future reference.

• Support department onboarding, training records, checklists, templates, special projects, and improvements to administrative processes.

• Protect confidential customer, pricing, employee, and project information and provide professional assistance to internal and external contacts.

Knowledge, Skills and Abilities

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative support practices, scheduling, records management, and professional business correspondence.

• Understanding of bid coordination and construction document workflows, including drawings, specifications, addenda, quotations, and proposal submissions.

• Proficiency in Microsoft Word, Excel, Outlook, Teams, and PowerPoint for document preparation, tracking, reporting, and communication.

• Ability to maintain document version control and organize electronic files so current information is complete and readily accessible.

• Attention to detail in reviewing forms, entering data, verifying attachments, and checking submission requirements.

• Ability to prioritize competing assignments, track firm deadlines, and adapt quickly to changing department needs.

• Clear written and verbal communication with estimators, vendors, subcontractors, customers, and project teams.

• Ability to identify missing information, follow up consistently, and escalate risks or technical questions to the appropriate person.

• Ability to handle confidential information with discretion and follow established access and approval procedures.

• Ability to learn estimating, digital drawing, and bid management systems; basic construction drawing familiarity is preferred.

Supervisory Responsibilities

No direct supervisory responsibilities. Coordinates administrative requests and information flow across the department. Does not direct field work or approve technical estimates, pricing, or contractual commitments.

Work Environment/Physical Demands/Position Type and Expected Work Time

Work Environment:

Primarily office-based work in a collaborative, deadline-driven electrical construction environment. Regular contact with estimators, department leadership, vendors, subcontractors, and customers. Limited travel to company locations, customer offices, or jobsites may be required.

Physical Requirements:

Essential functions may be performed with or without reasonable accommodation. Enterprise Electrical provides reasonable accommodations to qualified individuals in accordance with applicable requirements.

• Extended periods of computer use, sitting, or standing while preparing documents and maintaining records.

• Regular use of a keyboard, telephone, printer, scanner, and other standard office equipment.

• Occasional lifting or moving of files, proposal materials, or supplies weighing up to 25 pounds.

• Occasional travel and walking at project or customer locations; required PPE and site safety practices apply during jobsite visits.

Position Type:

Full-time, non-exempt.

Typical Schedule/Shift Details:

Typically Monday through Friday during standard business hours. Start and end times may vary to support bid deadlines, proposal submissions, meetings, and departmental needs. Occasional early mornings, evenings, or weekends may be required with manager coordination.

Overtime Expectations:

Overtime may be required during peak bid periods or time-sensitive submissions and should be approved in advance according to company policy. All hours worked must be accurately recorded. Overtime is paid in accordance with applicable law and company policy.

Required Education and Experience

Education:

High school diploma or equivalent required. Associate degree in business administration, construction management, or a related field preferred.

Certifications/Licenses:

No professional certification or electrical license is required. Relevant training in document control, Microsoft Office, Bluebeam, or bid management systems is preferred. A valid driver’s license and acceptable driving record are required if assigned duties involve driving for company business.

Experience Requirements:

Two or more years of administrative support experience preferred, ideally in construction, engineering, estimating, or another deadline-driven professional office. Experience with proposal preparation, vendor coordination, construction document control, or cost records is preferred. Electrical contractor or commercial construction experience is strongly preferred.

Equipment or Machines Routinely Used in This Position

• Computer or laptop with Microsoft Word, Excel, Outlook, Teams, and PowerPoint.

• Digital drawing and estimating systems such as Bluebeam Revu, Trimble Accubid, LiveCount, or comparable platforms, as assigned.

• Bid management platforms, online plan rooms, document management systems, and shared project folders.

• Telephone, printer, scanner, copier, and binding equipment; required PPE for jobsite visits.

Equipment may vary based on assigned responsibilities and project requirements. Employees must follow manufacturer instructions, company policies, and applicable safety requirements.

Enterprise Electrical’s Core Values & Purpose

To perform the job successfully, an individual should demonstrate the following Enterprise Electrical core values:

• Safety First, Safety Always (Safety)

• Committed to Excellence (Greatness)

• Plan it, Do it, Own it (Accountability)

• Learn it, Know it, Teach it (Mentorship)

• One Team, One Goal (Teamwork)

• Positive Attitude Required (Positivity)

 

Our Core Purpose: Building Relationships to Enrich Lives