Administrative Assistant – Pre-Construction
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Job Description
Preconstruction Administrative Assistant providing essential support for estimating and proposal development at Mullins Mechanical. Focused on organization, communication, and collaboration in a dynamic environment.
Responsibilities:
- Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership.
- Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents.
- Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents.
- Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects.
- Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation.
- Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems.
- Maintain preconstruction filing systems in accordance with company standards.
- Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation.
- Prepare meeting materials, agendas, and notes for preconstruction meetings as needed.
- Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting.
- Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination.
- Ability to work remotely and manage work load in an independent environment.
Requirements:
- Excellent organizational, documentation, and time-management skills with the ability to manage multiple priorities.
- Strong written and verbal communication skills to interface with internal teams, vendors, subcontractors, and clients.
- Proficiency in Microsoft Office applications; familiarity with construction software such as estimating platforms, Procore, and Bluebeam is a plus.
- Strong attention to detail and problem-solving skills.
- Ability to work in a fast-paced, deadline-driven preconstruction environment.
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