Preconstruction Administrator

JOB SUMMARY: 

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. 

RESPONSIBILITIES: 

• 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 

Weekly Job Responsibilities: 

• Maintain bid logs, schedules, and calendars 

• Distribute updated drawings, specifications, and addenda 

• Track bid submissions and follow up with subcontractors and vendors 

• Organize and maintain electronic preconstruction files 

• Assist estimating teams with administrative support as needed 

IDEAL EXPERIENCE & SKILLS: 

• 3 years of administrative or coordination experience in construction, engineering, or a related industry preferred 

• Familiarity with construction plans, specifications, and bid documents 

• Strong verbal and written communication skills 

• Excellent organizational and time management abilities 

• Ability to manage multiple priorities and deadlines 

• Proficiency in Microsoft Office (Excel, Word, Outlook) 

• Experience with Procore, Bluebeam, PlanGrid, or similar construction software preferred 

• Flexibility and adaptability in a fast-paced environment 

About Gallo Mechanical

Founded in 1945, Gallo Mechanical is a premier mechanical construction and service provider headquartered in New Orleans, bringing more than 80 years of experience delivering mission-critical HVAC and plumbing solutions across the Southeastern United States—from Houston to the Carolinas. Guided by its values of family, service, and performance, Gallo maintains an unwavering commitment to its people and proudly serves healthcare, hospitality, education, industrial, and high-tech markets with a strong focus on safety, quality, and customer satisfaction.

Inclusive Employer

Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it’s reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.