Project Administrator

Kelly Science, Engineering, Technology & Telecom; City of Syracuse (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

401(k) Retirement Plan

10 Days PTO after 1st year

6 Paid Major Holidays annually

Career growth opportunities

Job summary

Kelly Science, Engineering, Technology & Telecom is seeking a detail-oriented Preconstruction & Estimating Administrator to support our preconstruction department in Syracuse, NY. You will work with Estimators and Project Managers to coordinate bid packages, manage project documentation, and solicit subcontractor quotes.

The ideal candidate has strong organizational skills, basic blueprint-reading ability, and the drive to learn estimating processes and software from the ground up; mobility to

Qualifications

• 2+ years of experience in construction administration or related role.
• Reading construction drawings, specifications, and blueprints.
• Proficiency with Microsoft Office; familiarity with Bluebeam, PlanSwift, Procore a plus.
• Strong written and verbal communication, detail-oriented, and able to manage deadlines.

Responsibilities

• Coordinate bid documents, drawings, specifications, and addenda.
• Assemble bid proposals, client presentations, and RFPs on schedule.
• Coordinate bid bonds, certificates of insurance, and prequalification paperwork.
• Maintain historical estimating files and project handoff packages.
• Assist with preliminary quantity takeoffs and cost comparisons.
• Identify and qualify subcontractors, suppliers, and trade partners.

Skills

Construction administration

Blueprint reading

Takeoffs

Bid coordination

Communication

Time management

Detail orientation

Tools

Microsoft Office

Bluebeam

PlanSwift

Procore

Job description

Employment Type: Full-Time/ Direct Hire

Compensation: $50,000 - $70,000 / year (commensurate with experience)

Location / Travel: Office-based with occasional regional travel for site visits and client meetings (limited relocation assistance considered)

Position Overview

Seeking a detail-oriented Preconstruction & Estimating Administrator to support our growing preconstruction department. In this key role, you will work closely with Estimators and Project Managers to coordinate competitive bid packages, manage project documentation, solicit subcontractor quotes, and support business development efforts.

The ideal candidate possesses strong organizational skills, basic blueprint/plan-reading ability, and the drive to learn construction estimating processes and software from the ground up.

Key Responsibilities

Bid Coordination & Document Control

• Manage, organize, and track all incoming bid documents, architectural/engineering drawings, specifications, and addenda.
• Assemble comprehensive bid proposals, client presentations, and RFPs, ensuring all required forms and certifications are complete and submitted on schedule.
• Coordinate bid bond requests, certificates of insurance, and other prequalification paperwork required for bidding.
• Organize and maintain historical estimating files, proposal archives, and project handoff packages for the operations/construction team.
• Assist Preconstruction Managers with preliminary quantity takeoffs, vendor pricing inquiries, and cost comparisons.
• Learn and utilize company estimating software, digital takeoff tools, and cost databases.
• Help identify potential project risk factors and unique scope requirements during the bidding phase.
• Maintain cost tracking and quote accuracy to support realistic budgets and healthy project margins.
• Solicit bids and track coverage across trades for upcoming projects.
• Assist in drafting clear scopes of work for subcontractor bid packages.
• Maintain and update GMCA's master subcontractor database.
• Identify, pre-qualify, and vet new subcontractors, suppliers, and trade partners.

Business Development & Market Research

• Track upcoming project leads and conduct preliminary outreach to project owners, developers, architects, and engineers.
• Assist in preparing marketing materials, company qualification packages, and presentation decks.
• Support department initiatives aimed at winning new business and maintaining strong existing client relationships.

Qualifications & Requirements

• Experience: 2+ years of experience in construction administration, preconstruction support, architectural/engineering support, or a related administrative role.
• Technical Aptitude: Familiarity with reading construction drawings, specifications, and blueprints is preferred.
• Software Proficiency: Strong skills in Microsoft Office (Word, Excel, PowerPoint, Outlook). Experience with construction software (e.g., Bluebeam, PlanSwift, Procore, or similar estimating tools) is a strong plus.
• Communication & Organization: Excellent written and verbal communication skills; exceptional attention to detail, multitasking ability, and deadline management.
• Analytical Skills: Strong mental and visual focus required for reviewing figures, performing takeoffs, and verifying contract documents on computer monitors.
• Mobility: Valid driver's license; willingness to occasionally travel to client offices or project job sites.
• 401(k) Retirement Plan
• 10 Days Paid Time Off (PTO) accrued after 1st year of service
• 6 Paid Major Holidays annually
• Career growth and advancement opportunities within the preconstruction/estimating department