Administrative Assistant - Commercial Construction

Orlando, Florida
Open based on experience
May 10, 2019
Jul 09, 2019


Administrative Assistant provides support to the Preconstruction Director and Managers, keeps preconstruction systems updated with relevant information, and is the preconstruction procedures gate keeper during bids. 


This position must be able to work independently, ensure that all responsibilities are processed accurately and in a timely manner, be organized, work with various software systems, and know the pre-construction bidding procedures and ensure they are followed by the Bid Team.


Administrative Assistant is responsible for the following:

  • Be the Gatekeeper of Preconstruction Procedures during bid process - Complete
  • Create bid projects in Box - Complete
  • Create negotiated projects in Procore - Complete
  • Request and Maintain ADP Charge Codes for Preconstruction Projects
  • Bid Documents
    • Download Bid Documents
    • Organize Bid Documents
    • Upload Bid Documents to PreconstructionProject File in Box
    • Order Bid Document Copies for the PCM and PM
    • Specifications
      • Upload Specifications to Procore
      • Review and Submit Specifications in Procore
  • Drawings
    • Identify Drawings
    • Upload “Named” Drawings to Preconstruction Project File in Box
    • Upload “Named” Drawings to Procore
    • Review and Submit Drawings in Procor
  • Call subcontractors for bid status
  • Process RFIs during bid process
    • Create RFI in Architect’s software (when required) then submit to specified distribution
    • Create RFI in Procore (include copy created in Architect software) then submit to specified distribution
    • When answer is provided by Architect, copy the Architect’s answer into Procore RFI. Submit to
    • specified distribution. Close RFI.
  • Create the Bid/Contract Document Log
  • Request and process financial information from low bidders – by Shannon
  • Create Bid/GMP Books for Client, PCM, and PM
  • Upload copies of all Bids to Box
  • Indicate in BuildingConnected which subcontractor was awarded project
  • Update BuildingConnected with PM and Super subcontractor reviews
  • Update preconstruction section of MOM Report in Smartsheet
  • Send out Bid Qualification forms to subcontractors
  • Update BuildingConnected with information from submitted Bid Qualifications
  • Update Target Program Dashboard in Smartsheet
  • Assist Executives as needed
  • Participate in relieving the Receptionist for lunch and breaks.


  • Construction or sub-contractor experience  7 to 10 years general administrative experience

Education Requirements:

  • High school some college helpful

Salary/ Hourly:

  • Open based on experience

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