Preconstruction Administrative Specialist

Enterprise Electrical•Houston, TX

12d

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 role organizes project information, tracks pursuit deadlines and submission requirements, coordinates vendor and subcontractor communications, and prepares proposal materials so estimators can develop bids using current and complete information. Support extends from receipt of a bid invitation through proposal submission, bid follow-up, and transfer of awarded-project records. Working under the direction of the Preconstruction Director or Chief Estimator, the specialist manages multiple administrative assignments with attention to accuracy, confidentiality, and follow-through. The role 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, typically scheduled Monday through Friday during standard business hours. Start and end times may vary; occasional early mornings, evenings, or weekends and overtime may be required to support bid deadlines and submissions. The work is primarily office-based, with limited travel to company locations, customer offices, or jobsites potentially required.

Requirements

High school diploma or equivalent required.
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.
Ability to maintain document version control and organize electronic files so current information is complete and accessible.
Attention to detail when 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 appropriately.
Ability to handle confidential information with discretion and follow established access and approval procedures.
Ability to learn estimating, digital drawing, and bid management systems.
Occasional lifting or moving of files, proposal materials, or supplies weighing up to 25 pounds; occasional travel and walking at project or customer locations.
A valid driver’s license and acceptable driving record are required if assigned duties involve driving for company business.

Nice To Haves

Associate degree in business administration, construction management, or a related field.
Two or more years of administrative support experience, ideally 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 familiarity with construction drawings.
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 about 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 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.
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.
Coordinate administrative requests and information flow across the department without directing field work or approving technical estimates, pricing, or contractual commitments.