Preconstruction Administrator: Bid Coordination & Growth

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 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.