Construction Administrative Coordinator

Position Overview (Training is Available)

The Commercial Estimating Administrator supports the estimating department in the preparation, coordination, and execution of competitive bid proposals. This role is responsible for managing bid invitations, maintaining subcontractor databases, coordinating bid documentation, and ensuring the estimating team operates efficiently and at scale.

Key Responsibilities

Bid Solicitation & Subcontractor Outreach

• Follow up on Invitations to Bid (ITBs) sent to subcontractors and vendors across multiple CSI divisions to determine willingness to provide a proposal
• Maintain and continuously update subcontractor database (contact info, trades, geographic coverage, qualifications)
• Conduct targeted outreach (email and phone) to ensure strong bid coverage for each project
• Track subcontractor interest, intent to bid, and participation levels

Bid Management & Coordination

• Set up and manage the transition of projects estimated in Pipeline to Procore for execution. (Training will be supplied by Seaver Team)
• Organize and distribute project documents including drawings, specifications, addenda, and bid forms from RFP portals to secure internal drive

Estimating Team Support

• Assist estimators with scope tracking and bid coverage by trade
• Compile and organize incoming bids for leveling and analysis (leveling and analysis by estimator)

Data Management & Reporting

• Track bid metrics including:
• Number of bids solicited vs. received (Tracked in Pipeline Software)
• Coverage by CSI division (Tracked in Pipeline Software)
• Subcontractor participation rates (Tracked in Pipeline Software)
• Store and file all bids received on the internal drive so as to support historical bid data for future benchmarking

Administrative Support

• Prepare proposal documents and assemble submission packages, including DCAMM projects (Training will be supplied by Seaver Construction)

· Initial contact and coordination with RFP entities

• Coordinate with business development and project management teams as needed
• Maintain organized digital filing systems for all estimating documents

Other situational administrative responsibilities:

· Binding and printing coordination of a given project close-out files

· If needed, assist with reception functions including answering phone calls, greeting visitors, processing of incoming and outgoing mail, process of incoming and outgoing faxes

Ideal Qualifications (Training is Available)

Required

• 2–5 years of experience in construction administration, estimating support, or related role
• Strong organizational and time management skills
• Ability to assist multiple estimators and project deadlines simultaneously
• Proficiency in Microsoft Excel, Outlook, and document management systems
• Strong communication skills (email and phone outreach)

Preferred

• Experience working for a general contractor
• Familiarity with CSI divisions and construction terminology
• Experience with bid management platforms (Pipeline, Procore, ect..)
• Experience maintaining or cleaning large subcontractor databases

Key Attributes for Success

• Highly detail-oriented with strong follow-through
• Comfortable working in a fast-paced, deadline-driven environment
• Proactive communicator who can engage subcontractors effectively
• Process-driven mindset with interest in improving systems and efficiency

Performance Metrics (KPIs)

• Bid coverage by trade (CSI division completeness)
• Subcontractor response rate
• Accuracy and timeliness of bid document distribution
• Estimator support efficiency (reduction in administrative workload)
• Growth and quality of subcontractor database

Compensation & Benefits

• Position is hourly with a range rate of $27.00 P/Hour - $30.00 P/Hour
• Health and dental insurance
• 401(k) with company match
• Paid time off and holidays

Position Location and Work Hours

· Office Location - 215 Lexington Street Woburn, MA 01801

· Position is full time, hourly, and in office, Monday – Friday

· Start Time – 8:00 AM

· End Time – 5:00 PM

Why This Role Matters

This position is critical to the company’s ability to win work. Strong bid coverage and organized estimating processes directly impact pricing competitiveness, project quality, and overall revenue growth.

Pay: $27.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person

Salary : $27 - $30