Prequalification Administrator

Gilder Search Group; Northern (KY); Hybrid; USD 55,000 - 70,000; Full time

Job summary

Concrete Strategies Inc. (CSI) is seeking a Prequalification Administrator to support the daily operation of the Prequalification Department.

You will coordinate subcontractor and supplier participation in prequalification systems and assist with qualification information for general contractors, owners, and clients. Responsibilities include tracking qualification status, sending invitations, following up on submissions, and maintaining records across TradeTapp, BuildingConnected, Autodesk

Responsibilities

• Review bidder and vendor lists and verify current qualification status, expiration dates, missing information, and outstanding requirements.
• Identify subcontractors and suppliers requiring initial qualification, renewal, or completion of incomplete submissions.
• Send prequalification invitations and communicate process requirements, deadlines, documentation expectations, and next steps.
• Contact subcontractors and suppliers and perform consistent follow-up to encourage timely participation and completion.
• Assist companies with system access, profile setup, portal navigation, and administrative documentation questions.
• Track invitations, responses, incomplete submissions, renewals, deadlines, communication history, and project relevance.
• Route qualification status, unresolved items, approaching deadlines, and potential concerns to the Prequalification Manager for review and communication to internal teams.
• Maintain organized documentation used by the Prequalification Manager for contractor review and risk assessment.
• Coordinate internally to collect approved financial, safety, quality, insurance, bonding, licensing, legal, and project‑experience information as requested by the Prequalification Manager.
• Maintain accurate electronic records, tracking logs, dashboards, status reports, and communication histories.
• Use company-approved systems, including TradeTapp, BuildingConnected, Autodesk tools, PMWeb, and Procore.
• Escalate nonresponsive companies, unusual requests, incomplete or conflicting information, and potential qualification concerns to the Prequalification Manager.

Job description

Prequalification Administrator

CONCRETE STRATEGIES - Saint Louis, MO, United States

About the Job

This position supports the daily operation of the Concrete Strategies Prequalification Department. The Prequalification Administrator coordinates subcontractor and supplier participation in Clayco's prequalification system and supports the coordination of qualification information required by general contractors, construction managers, owners, and prospective clients.

Responsibilities

Responsibilities include tracking subcontractors and suppliers identified for active pursuits and projects, sending prequalification invitations, following up on incomplete submissions, assisting with portal access and documentation requirements, maintaining accurate records, and communicating qualification status and outstanding items to the Prequalification Manager.

Specific Role Responsibilities

• Review bidder and vendor lists and verify current qualification status, expiration dates, missing information, and outstanding requirements.
• Identify subcontractors and suppliers requiring initial qualification, renewal, or completion of incomplete submissions.
• Send prequalification invitations and communicate process requirements, deadlines, documentation expectations, and next steps.
• Contact subcontractors and suppliers and perform consistent follow-up to encourage timely participation and completion.
• Assist companies with system access, profile setup, portal navigation, and administrative documentation questions.
• Track invitations, responses, incomplete submissions, renewals, deadlines, communication history, and project relevance.
• Route qualification status, unresolved items, approaching deadlines, and potential concerns to the Prequalification Manager for review and communication to internal teams.
• Maintain organized documentation used by the Prequalification Manager for contractor review and risk assessment.
• Coordinate internally to collect approved financial, safety, quality, insurance, bonding, licensing, legal, and project‑experience information as requested by the Prequalification Manager.
• Maintain accurate electronic records, tracking logs, dashboards, status reports, and communication histories.
• Use company-approved systems, including TradeTapp, BuildingConnected, Autodesk tools, PMWeb, and Procore.
• Escalate nonresponsive companies, unusual requests, incomplete or conflicting information, and potential qualification concerns to the Prequalification Manager.

Requirements

• 3-5 years of experience in administration, project coordination, compliance, construction support, vendor management, procurement support, or a related role.
• High school diploma or equivalent required; associate or bachelor’s degree in Business Administration, Construction Management, Risk Management, Communications, or a related field preferred.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Ability to manage multiple projects, companies, deadlines, and follow-up activities simultaneously.
• Excellent written and verbal communication skills with the ability to communicate professionally and persistently with external companies and internal teams.
• Proficiency with Microsoft Office, including Outlook, Excel, Word, and Teams.
• Ability to learn and work effectively in multiple online systems, third‑party portals, and document repositories.
• Ability to handle confidential financial, safety, legal, insurance, personnel, and corporate information with discretion.
• Strong problem‑solving skills and the ability to identify issues, organize supporting information, and elevate concerns appropriately.
• Experience in construction, preconstruction, estimating, procurement, risk, compliance, or subcontractor management preferred.
• Experience with TradeTapp, BuildingConnected, Autodesk products, PMWeb, Procore, or similar construction and qualification systems preferred.
• Familiarity with subcontractor prequalification, insurance certificates, OSHA records, EMR documentation, and contractor licensing preferred.
• Energetic, highly motivated, and able to work independently while contributing effectively in a team environment.
• Ability to maintain a high level of accuracy and responsiveness in a deadline-driven environment.

Core Values / Behavioral Expectations

• Demonstrates a strong commitment to safety, compliance, and employee development.
• Maintains accuracy, confidentiality, and professionalism when handling employee and compliance information.
• Takes ownership of assigned responsibilities and follows through on commitments.
• Proactively identifies upcoming deadlines, missing documentation, and potential compliance gaps.
• Provides responsive and professional support to employees, Safety professionals, project teams, and leadership.
• Communicates clearly and respectfully across all levels of the organization.
• Works collaboratively across departments to support efficient onboarding, training, and compliance processes.
• Demonstrates adaptability and a willingness to support changing project and workforce needs.

Compensation and Benefits

Salary Range: Competitive Annual Salary based on qualifications, skills, training, experience, and location.

Discretionary Annual Bonus: Subject to company performance and individual contribution.

Comprehensive Benefits Package Including: Medical, Dental and Vision plans, 401k, generous PTO and paid company holidays, employee assistance program, flexible spending accounts, life insurance, disability coverage, learning & development programs and more!

About Us

Concrete Strategies Inc. (CSI) is a full-service national concrete contractor with the in‑house resources and expertise to safely self‑perform a wide variety of commercial construction including all aspects of cast in place concrete, precast erections, and concrete restoration. CSI began as Clayco Tilt‑Up in 1988. In 2005, our services expanded, and we re‑branded the company to showcase the additional offerings. Our 30 years in the business have enabled us to learn and refine our craft to meet the current market needs.

Why Concrete Strategies?

We provide the integrated services our clients expect, achieving Construction Success through:

• Economical Pricing
• Safe Jobsites
• Efficient, On‑time Delivery
• High‑quality, Innovative Results

National Presence

SEATTLE – PHOENIX - KANSAS CITY - ST. LOUIS - PENNSYLVANIA - DES MOINES – GREENVILLE - NBU

Engineering News Record Rankings

#7 Top 20 Firms in Concrete

#102 Top 600 Specialty Contractors

#26 Midwest Specialty Contractors

#3 Midwest Top Specialty Contractors by Sector – Missouri

#2 Midwest Top Specialty Contractors by Sector – Concrete

The Company is an Equal Opportunity Employer. The Company hires individuals on the basis of their qualifications and ability to complete the essential requirements and responsibilities of the job to be filled. It is our policy to grant equal employment opportunities to qualified persons without regard to race, color, national origin, sex, sexual orientation, gender identity/gender expression, religion, pregnancy, parental status, marital status, age, veterans’ or military status, regardless of how discharged, or physical or mental handicap or disability, genetic information, or other classification protected by applicable federal, state or local laws. The Company will provide equal opportunities in employment and take affirmative action as necessary in all aspects of the employment relationship, including without limitation, recruiting, hiring, compensation, promotion, working conditions, benefits and all other privileges, terms and conditions of employment. All employment decisions are made based on availability, qualifications, ability, merit and/or other legitimate factors consistent with principles of equal employment.