Administrative Assistant, Preconstruction

Nibbi Summary

Nibbi Brothers has been a member of the Bay Area’s construction community since 1950. The Company is known for integrity, innovation, quality and contributions to the communities in which it works. Our projects range in size from $5 million to over $200 million.

Nibbi provides its people with comprehensive benefits and opportunities for career development. We encourage continuing education at all levels. We are proud of our friendly, family culture that is based on respect, collaboration and a strong work/life balance. Our safety program often exceeds federal and state requirements, prioritizing the wellbeing of people who work on or near our projects.

Position Summary

The Preconstruction Department is responsible for preparing estimates and budgets for prospective clients in the pursuit of new work. Upon project award, the department sets projects up for successful execution before construction starts. The team manages the planning, pricing, risk, schedule, and client alignment needed to move a project from concept to construction.

The Preconstruction Administrative Assistant provides administrative and coordination support to the Preconstruction & Estimating Department. This role focuses on document management, data accuracy, and day-to-day administrative tasks that help keep preconstruction activities organized and moving forward.

This is a non-exempt, office-based position located in San Francisco and reports to the Senior Preconstruction Manager. The ideal candidate will have prior administrative experience, strong attention to detail, and the ability to support multiple workflows in a fast-paced office environment.

Essential Functions

• Provide reliable administrative and clerical support to the Preconstruction & Estimating team.
• Maintain organized, accurate, and up-to-date records and files.
• Support department workflows by tracking tasks and deadlines.
• Communicate effectively with internal teams, subcontractors, and external partners.

Responsibilities

• Maintain and organize departmental data, files, and document control systems.
• Set up, manage, and archive project folders according to established standards.
• Prepare and distribute bid instructions, bid forms, scopes, and related correspondence.
• Assist with bid outreach and coordination, including required forms and postings for municipal bids.
• Send bid requests and budget requests to subcontractors and vendors.
• Support subcontractor approval and prequalification processes under direction, including data entry and tracking.
• Coordinate with the Contract Administrator to support timely execution of subcontract agreements.
• Assemble administrative portions of estimate packages, proposals, and client presentations.
• Submit builder’s risk requests and track confirmations.
• Process invoices and assist with basic cost tracking for the department.
• Schedule meetings, trainings, and appointments; prepare agendas and meeting materials as needed.
• Provide general administrative support, including correspondence, scanning, filing, and follow-up.
• Assist with department events and company initiatives.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma required; additional coursework or an associate or bachelor’s degree is a plus
• Minimum of two years of prior administrative or office support experience, preferably in construction, real estate, or a related industry
• Strong organizational skills with the ability to manage multiple tasks and deadlines
• High level of attention to detail and accuracy
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Strong written and verbal communication skills
• Dependable, professional, and comfortable working in a team-oriented office environment

Preferred Qualifications

• Experience supporting construction or preconstruction teams
• Familiarity with document management or project tracking systems
• Exposure to software such as Procore, BuildingConnected, TradeTapp, or similar tools

Physical Demands

The physical demands described here are representative of those that must be met, with or without reasonable accommodation, to successfully perform the essential functions of this position. Duties generally involve:

• Sitting for extended periods of time
• Using hands and fingers to operate office equipment and computers
• Hearing and speaking at normal office levels
• Lifting up to 25lbs occasionally

Compensation & Benefits

Nibbi offers a comprehensive benefits package, including:

• Medical, dental, and vision coverage
• Flexible spending plans
• Life and supplemental insurance
• 401(k) with employer match
• Paid time off and holidays
• Incentive compensation bonus
• Educational reimbursement and student loan repayment assistance

The expected salary range for this role is between $85,000 and $95,000 annually, depending on experience.

Nibbi Brothers is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other personal characteristic protected by law. Employment decisions are made based on qualifications, merit, and business need. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Must be authorized to work in the US now and in the future without employer sponsorship. Nibbi Brothers uses E-Verify.

Contractor’s License #757362

Courtesy Notice to External Recruiters

Nibbi partners with external recruiters occasionally. We are open to working with others, provided our policy is followed:

• If you have a qualified candidate for a posted position, contact HR@Nibbi.com.
• Do not send candidate information to anyone outside of HR. You will not be considered the source of the candidate unless you work with HR.