Preconstruction Administrator

Gallo Mechanical is looking for a Preconstruction Administrator to join our growing team. The Preconstruction Administrator is responsible for assisting the Preconstruction and Estimating teams with administrative, coordination, and document control needs throughout the project pursuit and bidding process. This role ensures bid and preconstruction processes, standards, and procedures are consistently followed to support accurate, timely, and competitive project pursuits.

The ideal candidate will possess strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment with frequent deadlines. Excellent verbal and written communication skills and familiarity with construction documentation are essential for success in this role.

Requirements

• 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 and update subcontractor and vendor 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 teams
• Support budget development, takeoffs, and cost tracking documentation
• Ensure compliance with company preconstruction processes and procedures
• Assist with post-bid turnover documentation and project setup