Project Administrator

Job Description

Preconstruction & Estimating Administrator

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Employment Type: Full-Time/ Direct Hire

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Compensation: $50,000 – $70,000 / year (commensurate with experience)

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Reports To: Preconstruction / Estimating Manager

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Location / Travel: Office-based with occasional regional travel for site visits and client meetings (limited relocation assistance considered)

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Position Overview

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Seeking a detail-oriented Preconstruction & Estimating Administrator to support our growing preconstruction department. In this key role, you will work closely with Estimators and Project Managers to coordinate competitive bid packages, manage project documentation, solicit subcontractor quotes, and support business development efforts.

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The ideal candidate possesses strong organizational skills, basic blueprint/plan-reading ability, and the drive to learn construction estimating processes and software from the ground up.

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Key Responsibilities

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Bid Coordination & Document Control

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• Manage, organize, and track all incoming bid documents, architectural/engineering drawings, specifications, and addenda.
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• Assemble comprehensive bid proposals, client presentations, and RFPs, ensuring all required forms and certifications are complete and submitted on schedule.
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• Coordinate bid bond requests, certificates of insurance, and other prequalification paperwork required for bidding.
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• Organize and maintain historical estimating files, proposal archives, and project handoff packages for the operations/construction team.
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Estimating & Takeoff Support

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• Assist Preconstruction Managers with preliminary quantity takeoffs, vendor pricing inquiries, and cost comparisons.
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• Learn and utilize company estimating software, digital takeoff tools, and cost databases.
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• Help identify potential project risk factors and unique scope requirements during the bidding phase.
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• Maintain cost tracking and quote accuracy to support realistic budgets and healthy project margins.
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Subcontractor & Vendor Relations

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• Solicit bids and track coverage across trades for upcoming projects.
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• Assist in drafting clear scopes of work for subcontractor bid packages.
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• Maintain and update GMCA’s master subcontractor database.
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• Identify, pre-qualify, and vet new subcontractors, suppliers, and trade partners.
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Business Development & Market Research

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• Track upcoming project leads and conduct preliminary outreach to project owners, developers, architects, and engineers.
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• Assist in preparing marketing materials, company qualification packages, and presentation decks.
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• Support department initiatives aimed at winning new business and maintaining strong existing client relationships.
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Qualifications & Requirements

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• Experience: 2+ years of experience in construction administration, preconstruction support, architectural/engineering support, or a related administrative role.
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• Technical Aptitude: Familiarity with reading construction drawings, specifications, and blueprints is preferred.
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• Software Proficiency: Strong skills in Microsoft Office (Word, Excel, PowerPoint, Outlook). Experience with construction software (e.g., Bluebeam, PlanSwift, Procore, or similar estimating tools) is a strong plus.
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• Communication & Organization: Excellent written and verbal communication skills; exceptional attention to detail, multitasking ability, and deadline management.
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• Analytical Skills: Strong mental and visual focus required for reviewing figures, performing takeoffs, and verifying contract documents on computer monitors.
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• Mobility: Valid driver’s license; willingness to occasionally travel to client offices or project job sites.
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Benefits & Perks

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• Comprehensive Medical & Dental coverage
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• 401(k) Retirement Plan
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• 10 Days Paid Time Off (PTO) accrued after 1st year of service
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• 6 Paid Major Holidays annually
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• Career growth and advancement opportunities within the preconstruction/estimating department
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