Construction Office Administrator and Estimating Assistant

Posillico Civil, Inc.•Houston, TX

2d•Onsite

About The Position

Posillico is a multi-disciplined and diversified construction company with a mission to complete all projects safely, on time, on target, and on budget while having a positive impact in the community. They foster a "people first, think safety" culture and offer an excellent opportunity to be part of their developing business. The Construction Office Administrator & Estimating Assistant provides crucial administrative and operational support to the estimating, project management, construction, and human resources teams. This role is central to coordinating bid and proposal activities, managing project documentation, supporting general office operations, assisting with field employee recruitment and onboarding, and ensuring the accurate and timely processing of information throughout the project lifecycle. The ideal candidate will be highly organized, detail-oriented, and adept at managing multiple priorities within a dynamic construction environment.

Requirements

Bachelor’s degree in business or administration or similar practical administrative experience in the construction industry.
Active Texas Notary Public Commission (or willingness to obtain).
Strong Microsoft Excel, Word, and PowerPoint skills are required.
Must possess strong attention to detail and organization.
Strong verbal and written communication/interpersonal skills.
Must be able to multi-task and prioritize in a fast-paced environment and be able to adapt easily to frequently changing projects.

Nice To Haves

Familiarity with Salesforce, Viewpoint or other cloud-based sales solutions ideal.

Responsibilities

Provide administrative support to estimating, project management, and construction teams.
Assist estimators with gathering project plans, specifications, addenda, and other bid-related documents.
Prepare bid packages, proposals, qualification statements, and cost breakdowns under the direction of the estimating team.
Track bid opportunities, deadlines, pre-bid meetings, and submission requirements.
Solicit and collect pricing from vendors and subcontractors and maintain current bid databases.
Organize, maintain, and distribute project documents in both electronic and hard-copy formats.
Coordinate the collection of insurance certificates, bonding information, and other required bid documentation.
Support proposal development and assist with bid submissions.
Maintain estimating files, project records, and company databases.
Prepare, edit, and proofread correspondence, reports, spreadsheets, presentations, and meeting minutes.
Coordinate meetings, schedules, and administrative activities for the office and project teams.
Serve as a point of contact for clients, vendors, subcontractors, and prospective clients regarding bid and project-related matters.
Answer incoming calls, respond to inquiries, and route communications appropriately.
Assist with office administration, recordkeeping, and special projects as assigned.
Perform other duties as assigned to support business operations.
Support HR with recruiting efforts for field positions, including laborers, operators, CDL drivers, foremen, and other craft professionals.
Coordinate new hire onboarding activities, including employment paperwork, orientation scheduling, and onboarding logistics.