Preconstruction & Contracts Administrator

About the Role

The Preconstruction & Contracts Coordinator will be responsible for developing winning proposals, administering contracts, managing compliance, and providing critical organizational support to the preconstruction team. The ideal candidate is a highly organized, detail-oriented professional with exceptional writing skills and direct experience in the tri-state heavy civil construction market. This position offers a unique opportunity to shape the company's voice and protect its interests on every project we pursue.

Responsibilities

Proposal and Qualification Statement Preparation

• Lead the preparation and production of high-quality, professional responses to Requests for Proposals (RFPs) and Requests for Qualifications (RFQs).
• Write, edit, and format proposal narratives, project descriptions, and team resumes to create compelling and persuasive submission documents.
• Collaborate with technical staff to translate complex construction methodologies into clear, client-focused language.
• Manage the entire proposal lifecycle, ensuring strict compliance with all submission requirements.

Contract Administration and Document Control

• Perform preliminary reviews of prime contract terms and conditions, identifying potential risks, insurance requirements, and key obligations.
• Establish and maintain a systematic and organized digital filing system for all preconstruction documents, including contracts, addenda, RFIs, and correspondence.
• Serve as the gatekeeper for all contractual documentation during the bid phase.

Bid Process Coordination & Support

• Coordinate the solicitation of quotes from subcontractors and material suppliers, ensuring clear communication and adequate bid coverage.
• Act as the primary point of contact for subcontractors and suppliers during the bidding process, building and maintaining strong industry relationships.
• Support the estimating team by ensuring all bid information is organized, current, and accessible.

Compliance and D/M/WBE Management

• Manage the company's compliance with project-specific Disadvantaged/Minority/Women-Owned Business Enterprise (D/M/WBE) participation goals.
• Execute and meticulously document all "Good Faith Efforts" (GFE) in accordance with federal, state, and local agency requirements.
• Prepare all necessary GFE documentation for bid submissions.

Agency Prequalification and Corporate Compliance

• Manage and complete the comprehensive prequalification packages required by various public agencies (e.g., NYSDOT, PANYNJ, etc.) to ensure the company is eligible to bid on their projects.
• Maintain corporate records, licenses, and compliance documentation necessary for ongoing agency approvals.

Qualifications

• Bachelor's Degree in Construction Management, Business, Marketing, English, or a related field.
• A minimum of 3-5 years of direct experience in a preconstruction, proposal, marketing, or contract administration role within the heavy/highway construction industry.
• Demonstrated experience with projects in the New York, New Jersey, and/or Connecticut markets.
• Exceptional written and verbal communication skills, with proven experience in technical or proposal writing.
• Expert-level proficiency with BlueBeam Revu and/or Adobe Acrobat Pro.
• Advanced skills in the Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with the procurement processes of key tri-state agencies (e.g., NYSDOT, NJDOT, CTDOT, PANYNJ, MTA).
• Meticulous attention to detail and a high degree of accuracy in all work product.
• Superior organizational skills, with the ability to manage multiple priorities and meet tight deadlines.

Required Skills

• Experience with Adobe Creative Suite (InDesign).
• Proficiency with construction bid solicitation software (e.g., ConstructConnect, SmartBid, BuildingConnected).
• Direct, hands-on experience preparing and submitting Good Faith Effort documentation for a public agency in the tri-state area.
• Proven experience in successfully completing and managing agency prequalification applications in the tri-state area.
• Existing relationships with the subcontractor and supplier community in the region.

Pay range and compensation package

• Competitive salary commensurate with experience
• Aggressive bonus program
• Comprehensive health, dental, and vision insurance
• 401(k) company match and annual profit sharing
• Paid time off and holidays
• Long-term disability – paid by the company
• Paid family leave insurance – paid by the company
• Annual company-sponsored outings and events, including team-building activities, sports tournaments, fundraising opportunities, and social celebrations