Administrative Assistant

AH Construction Company; Virginia Beach (VA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Performance-based bonus

401(k) with company match

Health benefits

Growth opportunities

Collaborative team environment

Job summary

AH Construction is seeking a Preconstruction Administrative Assistant in Virginia Beach, VA to support the Preconstruction and Estimating team. This is a fast-paced, detail-oriented role focused on bid management, documentation, and supplier coordination.

You will work with estimators, PMs, subcontractors, and vendors, coordinating bids and ensuring timely, accurate information. The position offers growth within a collaborative, deadline-driven environment.

Qualifications

• 2+ years of experience in construction, administrative support, project coordination, estimating support, or related field preferred.
• Strong organizational and time-management skills with the ability to manage multiple projects and deadlines.
• Excellent written and verbal communication, with the confidence to contact subcontractors and vendors.

Responsibilities

• Provide day-to-day administrative and organizational support to the Preconstruction and Estimating team.
• Set up new projects and maintain accurate project information in management systems.
• Maintain organized bid and project files, databases, and contact lists.
• Prepare and distribute bid invitations and pricing requests.
• Solicit bids from subcontractors and vendors and follow up on outstanding bids.
• Build and maintain professional relationships with subcontractors, vendors, and owners.
• Track bid responses and ensure timely submission of information.
• Distribute drawings, specs, and bid documents with current project data.
• Organize electronic bid documentation including revisions.
• Assist with preparing bid documents, proposals, and qualification packages.
• Assist estimators with quotes and documentation for bid evaluation.
• Prepare bid tabs and scope comparison information.
• Coordinate pre-bid meetings and site visits.
• Maintain preconstruction schedules and deadlines.
• Coordinate subcontractor questions during bidding.
• Maintain document control for the Preconstruction team.
• Assist with project turnover information from Preconstruction to PM/Operations.
• Follow up to move the preconstruction process forward.

Skills

Construction experience

Organizational skills

Communication skills

Team collaboration

Attention to detail

Independent working

Professionalism

Education

Construction management or estimating degree

Tools

Vista

Autodesk

Bluebeam

Procore

Job description

AH Construction | Virginia | $25 – $28 per hour

About AH Construction

AH Construction is an expanding commercial general contractor committed to building exceptional projects and an exceptional team. We are looking for an experienced Preconstruction Administrative Assistant to join us in Virginia Beach, VA and become an important part of our Preconstruction and Estimating team.

If you are organized, personable, detail-oriented, and take pride in keeping things moving, building relationships, and being a dependable resource to your team — we want to hear from you.

The Opportunity

As a Preconstruction Administrative Assistant at AH Construction, you will provide critical administrative and organizational support to our Preconstruction and Estimating team throughout the bidding and preconstruction process.

You will work closely with Estimators, Preconstruction Managers, Project Managers, subcontractors, vendors, suppliers, architects, owners, and other project partners. This is a hands‑on position for someone who enjoys a fast-paced construction environment, is comfortable on the phone, and takes ownership of follow‑up and details.

A major part of this role involves communicating with subcontractors and vendors — soliciting bids, following up on outstanding pricing and documentation, answering questions, and maintaining positive working relationships with our trade partner community.

What You'll Do

• Provide day-to-day administrative and organizational support to the Preconstruction and Estimating team.
• Set up new projects and maintain accurate project information in construction management, estimating, and document management systems.
• Maintain organized and up-to‑date project, bid, subcontractor, vendor, and preconstruction files, databases, contact lists, bid logs, and other tracking tools.
• Prepare and distribute bid invitations, requests for pricing, bid correspondence, clarifications, and other bid‑related communications.
• Make frequent telephone calls to subcontractors and vendors to solicit bids, confirm interest and availability, obtain pricing, and follow up on outstanding bids and information.
• Build and maintain positive working relationships with subcontractors, vendors, suppliers, consultants, owners, and other project partners through professional and effective communication.
• Track subcontractor and vendor responses, proposals, quotes, required documentation, and outstanding bid items, proactively following up to ensure information is received by required deadlines.
• Distribute drawings, specifications, addenda, bid forms, and other project documents, and help ensure subcontractors and vendors are working from the most current project information.
• Organize and maintain electronic bid documentation, including drawings, specifications, proposals, correspondence, pricing, exclusions, clarifications, revisions, and final bid information.
• Assist with preparing bid documents, proposal packages, qualification packages, and other preconstruction materials.
• Assist Estimators with organizing and reviewing subcontractor and vendor quotes and supporting documentation for bid evaluation and comparison.
• Assist with preparing bid tabs, scope comparison information, and other estimating-related reports.
• Coordinate pre‑bid meetings, site visits, and other preconstruction activities, including meeting agendas, sign‑in sheets, minutes, and follow‑up items as requested.
• Maintain preconstruction schedules, calendars, deadlines, and milestone tracking to help ensure timely completion of bid and proposal activities.
• Assist with coordinating subcontractor and vendor questions during the bidding process and ensure questions and responses are communicated appropriately.
• Maintain effective document control and ensure the Preconstruction team has timely access to accurate and current project information.
• Assist with assembling complete and accurate information for project turnover from Preconstruction to Project Management and Operations, including maintaining appropriate documentation throughout the transition.
• Follow up consistently and professionally with subcontractors, vendors, and internal team members to obtain information, resolve outstanding items, and keep the preconstruction process moving forward.
• Represent AH Construction professionally and positively in all interactions with subcontractors, vendors, owners, consultants, and other project partners.

What We're Looking For

• 2+ years of experience in construction, administrative support, project coordination, estimating support, or a related field preferred; commercial construction experience is a plus.
• Recent graduates with a degree in construction management or estimating are strongly encouraged to apply.
• Strong organizational, time‑management, and attention‑to‑detail skills, with the ability to manage multiple projects, priorities, and deadlines.
• Excellent written and verbal communication skills, with the confidence to make a high volume of professional telephone calls and consistently follow up with subcontractors and vendors.
• Professional, personable, and comfortable building positive working relationships with subcontractors, vendors, suppliers, and internal team members.
• Strong problem‑solving skills, initiative, and exceptional follow‑through.
• Ability to work independently while also collaborating effectively as part of a team.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with construction management, estimating, or document management software such as Vista, Autodesk, Bluebeam, Procore, or similar platforms is a plus, with the ability to learn new systems quickly.
• Ability to maintain professionalism, confidentiality, and accuracy when handling company, project, pricing, and bid information.

What Success Looks Like

At AH Construction, a great Preconstruction Administrative Assistant is more than someone who keeps files organized. You are the person who keeps the details moving.

You follow up when something is missing. You know what needs to happen next. You communicate clearly and professionally. You keep bid information organized and make it easier for the Estimating and Preconstruction team to do their jobs effectively.

You understand that great construction starts with great preparation — and great preparation depends on accurate information, strong communication, attention to detail, and dependable follow‑through.

You will be a key resource to our Preconstruction team and an important part of the relationships we build with our subcontractors, vendors, and project partners.

Why AH Construction?

• Be an important part of a growing commercial construction company
• Work directly with Estimators, Preconstruction Managers, Project Managers, subcontractors, vendors, and company leadership
• Build valuable knowledge of commercial construction and the preconstruction process
• Develop your career within a growing, relationship‑driven organization
• Take ownership of meaningful work and see the direct impact of your contribution
• Be part of a team built on integrity, accountability, collaboration, and doing the right thing

Ready to be part of something great?

If you are organized, personable, persistent, and ready to play an important role in the success of a growing commercial general contractor, we'd love to hear from you.

In compliance with the Virginia Pay Transparency Law (effective July 1, 2026), AH Construction is committed to pay transparency and equity. The expected hourly pay range for this position is $25 – $28 per hour, depending on experience, qualifications, skills, and internal equity. This range represents what we reasonably expect to pay for this role at the time of posting. Actual compensation may vary based on individual qualifications, skills, experience, and internal equity.

In addition to base hourly compensation, this position is eligible for:

• Hourly rate: $25 – $28 per hour, commensurate with experience and qualifications
• Performance-based bonus opportunities
• 401(k) with company match
• Health benefits with generous employer contributions
• Opportunities for professional growth and advancement
• A collaborative, high-performing team environment

This position is based in Virginia Beach, Virginia and is primarily office-based. Occasional travel to active construction jobsites may be required for preconstruction meetings, site visits, or other business needs.

When accessing an active construction site, employees are required to comply with all AH Construction and project-specific safety requirements, including the proper use of required personal protective equipment (PPE).

The position requires the ability to sit, stand, walk, talk, and hear; use hands and fingers to handle or feel objects; and communicate effectively with others. Employees may occasionally be required to climb stairs, balance, stoop, kneel, or navigate uneven jobsite surfaces.

Employees must be able to pass pre‑employment and random drug screens.

AH Construction is an equal opportunity employer committed to building a diverse and inclusive team.