Preconstruction Administrator

Gallo Mechanical, LLC; Raleigh (NC); On-site; USD 55,000 - 75,000; Full time

Job summary

A construction services firm based in Raleigh, North Carolina is seeking a Preconstruction Administrator to assist the Preconstruction and Estimating teams. The ideal candidate should possess strong organizational skills and at least 3 years of relevant experience. Responsibilities include managing bid calendars, coordinating bid documents, and ensuring compliance with preconstruction processes. Proficiency in Microsoft Office and familiarity with construction documentation are essential for success in this role.

Qualifications

• 3+ years of administrative or coordination experience in construction or related industry.
• Familiarity with construction plans, specifications, and bid documents.
• Strong verbal and written communication skills.
• Excellent organizational and time management abilities.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Support the preconstruction and estimating teams with administrative and coordination tasks.
• Manage bid calendars and deadlines.
• Coordinate and distribute bid documents and drawings.
• Maintain organized digital project files.
• Track and log incoming bids from subcontractors.
• Assist in preparing bid packages and proposals.
• Ensure compliance with company preconstruction processes.

Skills

Organizational skills

Attention to detail

Verbal communication

Written communication

Time management

Proficiency in Microsoft Office

Construction document familiarity

Flexibility in fast-paced environment

Tools

Microsoft Excel

Microsoft Word

Procore

Bluebeam

PlanGrid

Job description

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.

Responsibilities

• 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 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

Weekly Job Responsibilities

• Maintain bid logs, schedules, and calendars
• Distribute updated drawings, specifications, and addenda
• Track bid submissions and follow up with subcontractors and vendors
• Organize and maintain electronic preconstruction files
• Assist estimating teams with administrative support as needed

Ideal Experience & Skills

• 3+ years of administrative or coordination experience in construction, engineering, or a related industry preferred
• Familiarity with construction plans, specifications, and bid documents
• Strong verbal and written communication skills
• Excellent organizational and time management abilities
• Ability to manage multiple priorities and deadlines
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with Procore, Bluebeam, PlanGrid, or similar construction software preferred
• Flexibility and adaptability in a fast‑paced environment

Inclusive Employer

Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it’s reflected in our diverse community. Gallo Mechanical is proud to be an equal‑opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.

In compliance with Federal and State equal employment opportunity laws, qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non‑job related disability, or any other protected group status.