Preconstruction Admin

Southland Holdings is seeking a skilled Preconstruction Admin to join our team in Grapevine, TX (Headquarters).

• Review the solicitation (IFB/ITB/RFP) and create a bid plan and schedule
• Assist with bid/no-bid discussions and capture strategy
• Review bid documents such as plans/specs, addenda, and contract requirements
• Track all bid documents, revisions, and addenda acknowledgements
• Confirm licensing, insurance, bonding, and certifications
• Verify federal/state requirements (bonding, SAM, FAR/DFARS if applicable)
• Maintain the bid schedule, fill out bid forms, and the compliance checklist
• Ensure correct versions of bid documents are used across the team
• Request Bid Bond
• Setup project folders: hard copy and electronic copy (server)
• Print bid documents: plans, specifications, Geotech reports, addenda
• Build and manage subcontractor/vendor outreach lists
• Issue Invitation to bid to vendors and subcontractors
• Coordinate site walks / pre-bid meetings
• Collect quotes, verify scope coverage, and level quotes
• Conduct MWBE/SBE/DBE participation outreach
• Ensure MWBE/SBE/DBE participation documentation is met (if required)
• Place MWBE/SBE/DBE ads (if required)
• Coordinate small business participation plans or subcontracting plans
• Assist with estimating assignments and internal takeoff responsibilities
• Assist with buyout strategy and value engineering options
• Confirm bid package meets all required forms and instructions
• Assist with bid meetings and weekly/daily bid check-ins
• Ensure estimators, operations, legal, and executives are aligned
• Manage deadlines for quotes, internal reviews, bid submission
• Coordinate final bid review meetings
• Assist in identifying contract risk items (LDs, insurance, warranties, spec conflicts)
• Coordinate RFIs/questions during bid phase
• Track assumptions and exclusions for the final bid record
• Assemble final bid/proposal package and verify completeness
• Confirm all pricing aligns across forms (base bid, alternates, unit prices)
• Submit through the correct portal (Bonfire, Civcast, AASHTOWare, etc.) or hard copy
• Ensure confirmation receipts and time-stamped submission records are saved
• Support post-bid clarifications and award negotiations (if any)
• Participate in bid handoff package for operations (scope, assumptions, buyout plan)
• Maintain bid results log and hit rate
• Constantly improve bid procedures to reduce risk and missed items

For more than 100 years, hard-working, honest, innovative people have been building what has become SOUTHLAND HOLDINGS. We combine the strengths of FIVE construction companies who share a dedication to building critical infrastructure projects that improve the environment and lives of those around us.

We offer full-time employee benefits – Southland Holdings is an EEO employer - M/F/D/V