Construction Estimating Administrator

GSI Service Group, Inc. • Honolulu, HI

93d

About The Position

This position provides general administrative support to the construction estimating group. Responsibilities include tracking and managing RFPs, scheduling meetings, site walks, and other activities, preparing bid documents for submission, requesting performance and payment bonds and submitting with proposals, and maintaining contract files including but not limited to RFIs, amendments, correspondences. This role also assists with preparing various reports.

Requirements

• Five years of experience in accounting or business administration.
• Two to five years of experience in construction project administration, estimating, subcontracting, and contracting systems (preferred).
• Strong command of Microsoft Office, especially Word, Excel, and Access.
• Experience providing administrative support on U.S. Government construction contracts (preferred).
• Excellent verbal and written communication skills.
• Ability to prioritize tasks and meet multiple deadlines.
• Reliable and capable of working effectively as part of a team.
• A critical thinker and a good listener.
• Strong administration skills.
• A valid driver’s license and a clean driving record.

Nice To Haves

• Experience providing administrative support on U.S. Government construction contracts.

Responsibilities

• Maintain a log of all Request For Proposal (RFP) information for construction contracts.
• Enter and update RFP details, such as project name, proposal due date, estimator, site visit dates, and amendment dates.
• Update a summary with the status of pending proposals (won, lost, postponed, or canceled), monitor total contract dollar amounts, and track competitors.
• Update this log multiple times a day as new information is received from clients.
• Send calendar invites for key dates to the designated team members for all RFPs.
• Schedule due times for responses back to the Government 30 min. prior to the actual response.
• Distribute all RFPs to the designated team members and store the documents in the correct location on the server.
• Upload RFP and amendment files to the internal server.
• Create a project in SmartBid and upload all necessary RFP and amendment files.
• Process pass requests for site visits, ensuring all deadlines are met.
• Complete bid bond request forms with RFP information.
• Forward completed forms to the Bonding Agent (BA) for processing.
• Route the bid bond for signature and corporate seal stamp once delivered by the BA.
• Prepare the cover letter and price schedule for proposals.
• Request necessary documentation from subcontractors for the Technical Narrative.
• Review the final technical narrative package with management and the estimator before submission.
• Deliver bid bonds, proposals, pass requests, and submittals.
• Pick up new RFP CDs, supplies for jobsites, and office supplies.
• Mail packages and proposals at FedEx, the post office, etc.

What This Job Offers

• Number of Employees: 251-500 employees