Administrative Assistant Pre-Construction (Remote)

Preconstruction Administrative Assistant

The Preconstruction Administrative Assistant (PCAA) provides administrative and documentation support to the Preconstruction Department as a whole rather than being assigned to a single project. This role supports estimating budgeting proposal development bid coordination and internal preconstruction processes across multiple pursuits. Our projects are often in industrial and manufacturing environments such as manufacturing facilities automotive plants chemical plants distribution centers warehouses and other large commercial facilities. We are a self-performing specialty contractor specializing in design-build applications HVAC systems plumbing process piping systems boiler and chiller systems equipment installation and rigging plant relocation and maintenance and metal fabrication.

The PCAA is vital to the successful achievement of Mullins Mechanical & Weldings mission vision and strategic initiatives. This job description is intended to be a general overview of the primary responsibilities of this position. It is not intended to be all-encompassing and the employee may be required to perform other duties and responsibilities as needed to meet the ongoing needs of the organization.

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.

Qualifications:

• 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.

Join Us
Mullins Mechanical ranked #243 on the 2024 ENR Top Specialty Contractors list #48 in the Nation and #5 in the Southeast among Firms in Mechanical. Were proud to be one of the fastest growing privately held companies in America. Were a self-performing specialty contractor specializing in design-build applications HVAC systems plumbing process piping systems boiler and chiller systems equipment installation and rigging plant relocation and maintenance fire protection and metal fabrication. Our projects are often in industrial and heavy commercial environments such as manufacturing facilities automotive plants chemical plants distribution centers warehouses data centers and other large facilities.