Archived listing. The details below describe a past opening.
We are looking for an organized Administrative Assistant to support bidding activities and project coordination for a construction-focused team in Orange, California. This contract opportunity is ideal for someone who thrives in a deadline-driven environment, communicates confidently with subcontractors and internal stakeholders, and keeps documentation accurate and well organized. The position plays an important role in preparing proposals, tracking bid activity, and assisting with project paperwork from early pursuit stages through post-award support.
Responsibilities:
- Identify relevant construction bid opportunities and track them through the full proposal timeline.
- Review project documents and submission instructions to ensure bid packages are complete and compliant.
- Assemble, organize, and deliver proposals and supporting materials by required deadlines.
- Maintain bid schedules, project files, subcontractor records, and related administrative documentation.
- Reach out regularly to subcontractors and vendors to gather pricing, quotes, and required qualification documents.
- Coordinate meetings, pre-bid events, and project-related communications for internal teams and external partners.
- Prepare and distribute requests for information and monitor follow-up items tied to active opportunities.
- Support contract documentation and startup paperwork after award while keeping stakeholders informed of status updates.
- Serve as a central point of coordination among estimators, project managers, subcontractors, and clients.
- At least 2 years of experience in administrative support, bid coordination, or a related office-based role.
- Strong organizational skills with the ability to manage multiple deadlines and shifting priorities.
- Clear written and verbal communication skills, including confidence making frequent phone calls to external partners.
- Fast and accurate typing, data entry, and document preparation abilities.
- Experience handling proposals, subcontractor bid information, or construction-related project documentation.
- Proficiency with standard office tools and general administrative office procedures.
- Detail-oriented approach with a strong commitment to accuracy, completeness, and timely submission of materials.