Preconstruction Administrator

Gallo Mechanical; Town of Charlotte (NY); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Company-paid medical insurance

Dental, vision, voluntary life, short‑

short term disability, accident, and–

Job summary

Gallo Mechanical is seeking a Preconstruction Administrator to support the Preconstruction and Estimating teams with administrative, coordination, and document control tasks throughout the project pursuit and bidding process. This role ensures bid and preconstruction processes and procedures are followed to support accurate, timely, and competitive bids.

With a foundation of family values and 80 years in business, Gallo Mechanical offers training, benefits, and a pathway for career growth while

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

Job description

Gallo Mechanical is looking for a Preconstruction Administrator to join our growing team. The Preconstruction Administratoris responsible forassistingthe Preconstruction and Estimating teams with administrative, coordination, and document control needs throughout theprojectpursuit and bidding process. This role ensures bid and preconstructionprocesses,standards, and procedures are consistently followed to supportaccurate,timely, and competitive project pursuits.

• 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 withaccurateversion control

• Track, log, and organize incoming subcontractor and vendor bids

• Maintain and update subcontractor and vendor contact databases

• Assistwith subcontractor outreach, bid invitations, and follow-ups

• Assistin 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

• Assistwith post-bid turnover documentation and project setup

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!