Preconstruction Administrator

Mattox Plumbing, LLC; West Allis (WI); On-site; USD 40,000 - 56,000; Full time

Job summary

Mattox Plumbing, LLC is seeking a Preconstruction Administrator to support project managers from start to finish. You will organize bid packages, proposals, permits, and change orders, and assemble closeout packages with warranties and contracts.

The role requires strong organization, communication, and detail orientation to ensure accurate project files and timely submissions. On-site work with standard business hours is expected.

Qualifications

• Experience in construction estimating or project management.
• Filing, scanning documents, and taking meeting minutes.
• Familiarity with bid packages, submittal registers, and project documentation.

Responsibilities

• Assist Preconstruction Team with plan and spec distribution, printing needs, binders, and file estimates.
• Maintain and expand database software and set up for initial bidding.
• Create project startup kits.
• Upload and organize project plans, specs, and other docs; set up project, photos, contacts, notices, minutes; create submittal register in PM software.
• Contact sub-contractors by phone/email to confirm bids.
• Write, update, and submit contracts and sub-contracts.

Skills

Organization

Communication

Attention to detail

Professionalism

Critical thinking

Education

High School Diploma, GED, or proven work experience

Tools

QuickBooks

Condocs

Google Applications

Job description

The Preconstruction Administrator assists with all administrative aspects of the pre-construction phase of a project from start to finish. This position helps the pre-construction project manager ensure the project stays on track and meets quality standards by creating, organizing, and maintaining a project file for each job. This includes assembling bid packages, proposal requests, submitting permit applications, and creating change order requests. At the close of a project, they put together project closeout packages, including warranties, equipment information, contractor contracts and maintenance agreements. Direly responsible for assisting Project Managers for all tasks and responsibilities.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Assists Preconstruction Team with plan and specification distribution, printing needs, creating binders & labels, and files estimates.
• Maintain and expand database software as well as set up for initial project bidding.
• Creates project startup kits.
• Uploads and organizes project plans, specifications and other project documentation including project set-up, photos, contacts, notifications, meeting minutes and creating a submittal register/log into project management software.
• Contact sub-contractors via phone and email to confirm bids.
• Write, update, and submit contracts and sub-contract agreements.
• Establish and maintain databases for project records and correspondence.
• Create Excel spreadsheets for bid forms, data, and comparisons.
• Update data and set up new estimates in multiple software programs.
• Additional duties as directed by the management team.
• Attend Project Meetings

ESSENTIAL SKILLS:

• Organization: Strong organization, time management, and ability to prioritize is essential to meet deadlines.
• Excellent written and verbal communication: Client-driven with excellent verbal and written communication skills, and interpersonal skills are required.
• Attention to detail: Strong aptitude for detail to ensure the accuracy of all project documentation.
• Professionalism: Ability to maintain a professional demeanor and remain positive under the pressure of meeting deadlines and challenges.
• Excellent process and critical thinking skills.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

MINIMUM QUALIFICATIONS:

Education

High School Diploma, GED, or proven work experience

Experience and/or Training:

Construction Industry with a background in estimating or project management. Prior experience with filing, scanning documents, taking meeting minutes

Technology/Equipment:

Computer skills including email, group calendars & Microsoft programs are a must. QuickBooks, Condocs and Google Applications are a plus.

PHYSICAL AND MENTAL DEMANDS:

Most of the work is conducted in a climate-controlled environment. Regular meetings of clients, prospective clients, vendors, etc. may occur offsite, which will require driving in any and all types of weather. Physical requirements include sitting, standing, and walking. The sitting includes PC efforts, meetings, reviewing drawings and calculator functions. Travel by car and airplane may be required in all types of weather. Work hours range from eight to ten hours per day, five days per week. Early AM, after hour, and weekend commitments may be necessary. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.