Preconstruction Administrator

Staffmark Group; Kansas City (MO); On-site; USD 42,000 - 65,000; Full time

Job summary

Hunter Hamilton is seeking a highly organized Preconstruction Administrator to support the estimating and proposal teams through the bidding process. This permanent role focuses on bid solicitation, document management, and coordinating materials for submissions.

The ideal candidate will manage multiple priorities, communicate professionally with subcontractors and internal teams, and help ensure accurate, timely bids that contribute to the company's growth.

Qualifications

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills, including professional telephone etiquette.
• Proficiency in Microsoft Office and Adobe Acrobat.
• Ability to manage competing priorities and meet strict deadlines.
• Reliable transportation and willingness to complete local deliveries and print-shop errands as required.
• Previous administrative or construction industry experience preferred.
• Experience with construction estimating or proposal processes is a plus.

Responsibilities

• Manage activities for estimating teams, including setting up bid packages, distributing invitations, tracking responses, and maintaining subcontractor records.
• Contact subcontractors by phone and email to solicit bids, confirm participation, and follow up on outstanding invitations.
• Distribute project documents, addenda, and updated bid information as directed.
• Escalate scope and pricing questions to the appropriate estimator.
• Maintain accurate records of subcontractor outreach, responses, and good-faith efforts.
• Assist with completing proposal forms, certifications, affidavits, and other required submission documents.
• Request and coordinate bid bonds, surety letters, bank letters, and supporting documentation.
• Coordinate signatures, notarizations, and required attachments.
• Assist with assembling and submitting bids under the direction of the proposal leadership team.
• Coordinate printing, binding, packaging, and physical delivery of proposals as needed.
• Prepare routine form-only bids using approved information and templates.
• Maintain and regularly update the company bid tracking sheet.
• Monitor bidding platforms and download solicitation documents, plans, specifications, and addenda.
• Create and maintain standardized project folders and files in Box.
• Track addenda, bid deadline changes, and solicitation updates, promptly notifying relevant team members.
• Schedule pre-bid meetings, site visits, and internal bid reviews.
• Maintain organized records of bidding portals, accounts, company documentation, and standard administrative materials.
• Provide administrative assistance to the proposal leadership team and estimating staff as needed.
• Track expiration dates for company licenses, certifications, and related documents, coordinating renewals with appropriate personnel.
• Maintain the accuracy, confidentiality, and organization of company information.
• Ensure assigned tasks are completed accurately and within established deadlines.
• Assist with local deliveries and print-shop errands as needed.

Skills

Organizational skills

Attention to detail

Communication skills

Telephone etiquette

Project coordination

Tools

Microsoft Office

Adobe Acrobat

Box

Job description

A growing construction company is seeking a highly organized and detail-oriented Preconstruction Administrator to join its team in a permanent capacity. This position has been created due to company growth and will provide administrative support to the estimating and proposal teams throughout the bidding process.

The role is responsible for subcontractor bid solicitation and follow-up, bid tracking, document management, proposal preparation, and coordinating materials required for bid submissions.

The ideal candidate is proactive, resourceful, and comfortable managing multiple priorities and deadlines while communicating professionally with subcontractors, vendors, and internal teams. This is an excellent opportunity to join a growing organization and contribute to its continued success.

Key Responsibilities

• Manage activities for estimating teams, including setting up bid packages, distributing invitations, tracking responses, and maintaining subcontractor records.
• Contact subcontractors by phone and email to solicit bids, confirm participation, and follow up on outstanding invitations.
• Distribute project documents, addenda, and updated bid information as directed.
• Escalate scope and pricing questions to the appropriate estimator.
• Maintain accurate records of subcontractor outreach, responses, and good-faith efforts.

Proposal Support

• Assist with completing proposal forms, certifications, affidavits, and other required submission documents.
• Request and coordinate bid bonds, surety letters, bank letters, and supporting documentation.
• Coordinate signatures, notarizations, and required attachments.
• Assist with assembling and submitting bids under the direction of the proposal leadership team.
• Coordinate printing, binding, packaging, and physical delivery of proposals as needed.
• Prepare routine form-only bids using approved information and templates.

Bid Tracking and Document Management

• Maintain and regularly update the company bid tracking sheet.
• Monitor bidding platforms and download solicitation documents, plans, specifications, and addenda.
• Create and maintain standardized project folders and files in Box.
• Track addenda, bid deadline changes, and solicitation updates, promptly notifying relevant team members.
• Schedule pre-bid meetings, site visits, and internal bid reviews.
• Maintain organized records of bidding portals, accounts, company documentation, and standard administrative materials.

General Administrative Support

• Provide administrative assistance to the proposal leadership team and estimating staff as needed.
• Track expiration dates for company licenses, certifications, and related documents, coordinating renewals with appropriate personnel.
• Maintain the accuracy, confidentiality, and organization of company information.
• Ensure assigned tasks are completed accurately and within established deadlines.
• Assist with local deliveries and print-shop errands as needed.

Qualifications and Requirements

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills, including professional telephone etiquette.
• Proficiency in Microsoft Office and Adobe Acrobat.
• Ability to manage competing priorities and meet strict deadlines.
• Reliable transportation and willingness to complete local deliveries and print-shop errands as required.
• Previous administrative or construction industry experience preferred.
• Experience with construction estimating or proposal processes is a plus.

Ideal Candidate

The successful candidate is dependable, proactive, and detail-oriented, with strong follow-through and the ability to keep multiple projects organized simultaneously. They communicate effectively, take initiative, and understand the importance of accuracy and timeliness when supporting construction bids and proposal submissions.

Why Join the Team?

• Join a growing construction organization with an expanding team.
• Play an important role in supporting estimating and proposal operations.
• Contribute to the successful coordination of preconstruction activities and bid submissions.
• Build experience in construction administration, bid coordination, and proposal support.
• Enjoy the stability of a permanent position with the opportunity to contribute to the company's continued success.

Hunter Hamilton is an equal opportunity employer. All applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Hunter Hamilton offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Hunter Hamilton is an E-Verify employer.