Preconstruction Administrative Specialist

Enterprise Electrical•Houston, TX

10d•Onsite

About The Position

The Preconstruction Estimating Department Administrative Specialist provides administrative, document-control, and bid-coordination support to Enterprise Electrical’s Preconstruction and Estimating team. The position organizes project information, tracks pursuit deadlines and submission requirements, coordinates vendor and subcontractor communications, and prepares proposal materials. It supports the process from receipt of a bid invitation through proposal submission and follow-up, and transfer of awarded-project records. Working under the direction of the Preconstruction Director or Chief Estimator, the specialist manages multiple assignments with attention to accuracy, confidentiality, and follow-through, anticipates missing information, communicates deadline risks, and adapts as priorities change. Estimators retain responsibility for technical scope, quantities, labor assumptions, pricing decisions, and final estimate approval. This is a full-time, non-exempt position in a primarily office-based, collaborative, deadline-driven electrical construction environment. The schedule is typically Monday through Friday during standard business hours, though start and end times may vary. Occasional early mornings, evenings, or weekends may be required, and overtime may be required during peak bid periods or time-sensitive submissions, with advance approval under company policy. Limited travel to company locations, customer offices, or jobsites may be required. The role requires a high school diploma or equivalent. An associate degree in business administration, construction management, or a related field is preferred. Two or more years of administrative support experience is preferred, ideally in construction, engineering, estimating, or another deadline-driven professional office. No professional certification or electrical license is required. A valid driver’s license and acceptable driving record are required if assigned duties involve driving for company business. The position involves extended computer use and sitting or standing, regular use of standard office equipment, occasional lifting or moving of materials weighing up to 25 pounds, and occasional travel and walking at project or customer locations. Required PPE and site safety practices apply during jobsite visits. Essential functions may be performed with or without reasonable accommodation.

Requirements

High school diploma or equivalent required.
Two or more years of administrative support experience preferred.
Knowledge of administrative support practices, scheduling, records management, and professional business correspondence.
Understanding of bid coordination and construction document workflows, including drawings, specifications, addenda, quotations, and proposal submissions.
Proficiency in Microsoft Word, Excel, Outlook, Teams, and PowerPoint for document preparation, tracking, reporting, and communication.
Ability to maintain document version control and organize electronic files so current information is complete and readily accessible.
Attention to detail in reviewing forms, entering data, verifying attachments, and checking submission requirements.
Ability to prioritize competing assignments, track firm deadlines, and adapt to changing department needs.
Clear written and verbal communication with estimators, vendors, subcontractors, customers, and project teams.
Ability to identify missing information, follow up consistently, and escalate risks or technical questions to the appropriate person.
Ability to handle confidential information with discretion and follow established access and approval procedures.
No direct supervisory responsibilities; does not direct field work or approve technical estimates, pricing, or contractual commitments.
A valid driver’s license and acceptable driving record are required if assigned duties involve driving for company business.
Must follow manufacturer instructions, company policies, and applicable safety requirements when using equipment.

Nice To Haves

Associate degree in business administration, construction management, or a related field.
Administrative support experience in construction, engineering, estimating, or another deadline-driven professional office.
Experience with proposal preparation, vendor coordination, construction document control, or cost records.
Electrical contractor or commercial construction experience is strongly preferred.
Basic construction drawing familiarity.
Ability to learn estimating, digital drawing, and bid management systems.
Relevant training in document control, Microsoft Office, Bluebeam, or bid management systems.

Responsibilities

Maintain the bid calendar, including due dates, pre-bid meetings, site visits, review milestones, and customer submission requirements.
Create project folders and maintain consistent naming, file organization, permissions, and document version control.
Download, organize, and distribute drawings, specifications, addenda, bid forms, and customer instructions to appropriate team members.
Track document revisions and notify estimators of new addenda, changed deadlines, or updated submission requirements.
Prepare and distribute invitations to bid using scope information and recipient lists approved by estimators.
Maintain vendor and subcontractor contact information, bid lists, quotation logs, and follow-up records.
Follow up on outstanding quotations and clarification requests, routing technical and pricing questions to the assigned estimator.
Compile supplier and subcontractor quotations, pricing backups, and estimator-provided takeoff records for review.
Enter and update estimating data as directed, check entries against source documents, and flag missing or inconsistent information.
Organize quote comparison worksheets and historical cost records without independently approving scope or pricing.
Coordinate internal administrative deadlines and communicate missing documents or other issues that could delay bid review.
Prepare proposals, qualifications packages, bid forms, scope letters, and presentations using approved content and templates.
Check submission packages for required forms, attachments, signatures, formatting, and delivery instructions before final approval.
Coordinate approved electronic uploads, email submissions, printing, binding, and delivery, and retain submission confirmations.
Track bid results, award status, and follow-up actions; prepare routine reports on pursuits, deadlines, and outcomes.
Schedule meetings, prepare agendas, record requested notes, and follow up on assigned administrative action items.
Organize approved estimate and proposal records for project turnover and archive completed pursuit files for future reference.
Support department onboarding, training records, checklists, templates, special projects, and administrative-process improvements.
Protect confidential customer, pricing, employee, and project information and provide professional assistance to internal and external contacts.