Preconstruction Administrator

Gallo Mechanical, LLC; Charlotte (NC); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision

TIP program

401(k) with match

Wellness & PTO

Job summary

Gallo Mechanical LLC in Charlotte, NC is seeking a Preconstruction Administrator to support the Preconstruction and Estimating teams with administrative, coordination, and document control needs throughout the project pursuit and bidding process.

The ideal candidate will excel at organizing bid calendars, distributing documents, maintaining version-controlled files, and coordinating flows between estimating, project management, and leadership to ensure timely and accurate bid packages.

Qualifications

• Support the preconstruction and estimating teams with administrative and coordination tasks.
• Manage bid calendars, deadlines, and pre-bid meeting schedules.
• Coordinate and distribute bid documents, drawings, specifications, and addenda.
• Maintain organized digital project files with accurate version control.
• Track, log, and organize incoming subcontractor and vendor bids; maintain contact databases.
• Assist with subcontractor outreach, bid invitations, and follow-ups.
• Assist in preparing bid packages, proposals, and qualification documents.
• Coordinate document flow between estimating, project management, and leadership.
• Support budget development, takeoffs, and cost tracking documentation.
• Ensure compliance with preconstruction processes and procedures.
• Assist with post-bid turnover documentation and project setup.

Skills

Administrative tasks

Bid coordination

Document control

Subcontractor outreach

Budget support

Communication

Job description

Gallo Mechanical is looking for a Preconstruction Administrator to join our growing team. The Preconstruction Administrator is responsible for assisting the Preconstruction and Estimating teams with administrative, coordination, and document control needs throughout the project pursuit and bidding process. This role ensures bid and preconstruction processes, standards, and procedures are consistently followed to support accurate, timely, and competitive project pursuits.

The ideal candidate will possess strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment with frequent deadlines. Excellent verbal and written communication skills and familiarity with construction documentation are essential for success in this role.

Requirements

• Support the preconstruction and estimating teams with administrative and coordination tasks
• Manage bid calendars, deadlines, and pre-bid meeting schedules
• Coordinate and distribute bid documents, drawings, specifications, and addenda
• Maintain organized digital project files with accurate version control
• Track, log, and organize incoming subcontractor and vendor bidsMaintain and update subcontractor and vendor contact databases
• Assist with subcontractor outreach, bid invitations, and follow-ups
• Assist in preparing bid packages, proposals, and qualification documents
• Coordinate document flow between estimating, project management, and leadership teams
• Support budget development, takeoffs, and cost tracking documentation
• Ensure compliance with company preconstruction processes and procedures
• Assist with post-bid turnover documentation and project setup

Benefits

At Gallo Mechanical LLC, our foundation is built on the core values of family, service, and exceptional performance. With 80 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset - our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career.

• Training, support, and career progression to help you grow in your career
• Company-paid medical insurance
• Dental, vision, voluntary life, short term disability, accident, and critical illness insurance
• Team Incentive Program (TIP): Allows eligible employees to share in company financial success
• 401(k) plan with a 5% company match
• Employee wellness resources, PTO benefits, and more!