Administrative Assistant & Bid Coordinator

JOB SUMMARY

The Administrative Assistant and Bid Coordinator acts as the assistant to the President and Project Managers, oversees all the private and public bids for the company as well as the front office reception for the company. The position interfaces with the company’s President, project managers and estimators.

DUTIES & RESPONSIBILITIES

· Answer office phone and greet visitors - direct call/relay messages.

· Schedule appointments, and manage the office calendar.

· Maintain conference rooms and kitchen.

· Provide clerical support such as filing, faxing, and scanning documents.

· Sort through bidding invitations, distribute and respond yes or no.

· Download bid documents, create folders.

· Pickup prime bids and create prime bid packages.

· Attend bid openings.

· Type up proposals and provide to designated customer.

· Provide capability statements and reference requests for new customers.

· Complete pre-qualification forms and portals for active customers - yearly.

· Create and send change orders for active projects.

· Updates excel sheets and also CE.

· Actively update folders with files and information needed throughout projects.

· Assist in quote requests – provide drawings/specs to vendors & due date.

· Create and provide purchase orders for material buyouts.

· Handle project portal's (Building Connected, Procore, BIM, Plangrid).

· Handle the permit applications for projects with the building department

· Handle close outs – (O&M’s, warranties, paperwork).

· Update meeting minutes and hold a list of all new projects for manpower.

QUALIFICATIONS

· 3 years’ experience as Administrative Assistant, Bid Coordinator, project manager, assistant Bid Coordinator, estimator, or similar.

· Excellent interpersonal and communication skills with co-workers and customers.

· Experience working within the construction industry a plus.

· Computer skills including Microsoft office required.

· Prior experience utilizing construction estimating software required.

· Must have excellent project management, organizational skills and a proactive approach to problem solving.

· Ability to multi-task, prioritize those tasks, and meet deadlines in a fast-paced environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Equal opportunity employer.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Travel requirement:

• No travel

Work Location: In person