Project Administrator
Job Title: Project Administrator - Government Construction Supply Bids
Location: Virtual, In-Office, or Hybrid
Department: Estimating / Administrative
Reports To: Estimating Manager or Project Manager
Position Type: Full-Time
Job Summary:
The Project Administrator for Government Construction Supply Bids is responsible for managing and coordinating the submission of bid solicitations related to government construction projects. This role involves collaborating with supply vendors to gather information, manage supply deliveries, and ensure all documentation is accurate, complete, and submitted on time. The ideal candidate will have strong organizational skills, reading comprehension, attention to detail, and the ability to meet deadlines. No prior experience in construction or estimating is necessary. This position offers the flexibility to work virtually, in-office, or hybrid.
Key Responsibilities:
1. Bid Solicitation Coordination:
Review and analyze government construction bid solicitations to understand requirements and deadlines.
Coordinate with supply vendors to gather pricing, specifications, and necessary documentation for bid submissions.
Ensure all bid documents are accurate, complete, and comply with the solicitation requirements.
2. Supply Delivery Management:
Manage and coordinate the delivery schedules of supplies to job sites, ensuring timely and accurate deliveries.
Communicate with vendors to track shipments and address any issues or delays.
Maintain records of deliveries and resolve any discrepancies in quantities or specifications.
3. Documentation and Organization:
Maintain organized records of all bid solicitations, vendor communications, and submission materials.
Track bid deadlines and ensure timely submission of all required documents.
Organize and file related paperwork for easy retrieval and auditing.
4. Communication:
Serve as the primary point of contact between the company and supply vendors regarding bid solicitations and deliveries.
Communicate bid requirements, timelines, and delivery schedules to vendors clearly and effectively.
Follow up with vendors to ensure timely receipt of information and successful deliveries.
5. Detail-Oriented Execution:
Carefully review all bid documents for accuracy and completeness before submission.
Verify that all specifications, pricing, and compliance requirements are met in the bid package.
Identify and resolve any discrepancies or missing information before submission.
6. Reporting:
Prepare any necessary reports, summaries, and information related to bid submissions, supply deliveries, and transactions monthly, quarterly, and annually.
Handle incoming and outgoing communications related to government bids and supply vendors.
7. Reading Comprehension:
Thoroughly read and understand bid solicitation documents.
Interpret and summarize key points to ensure compliance with government requirements.
Communicate any complex requirements or issues to the team in a clear and concise manner.
8. Deadline Management:
Monitor bid submission deadlines and prioritize tasks to ensure all bids are submitted on time.
Work efficiently under pressure to meet tight deadlines, especially during peak periods of bid activity.
Qualifications:
Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field is a plus but not required.
Experience: No prior experience in construction or estimating is required. Experience in administrative roles, especially in a fast-paced environment, is preferred.
Skills:
Strong organizational and multitasking abilities.
Excellent reading comprehension and attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong written and verbal communication skills.
Ability to handle working independently and meet deadlines consistently.
Other:
Willingness to learn about government bidding processes and regulations.
Ability to handle sensitive and confidential information with discretion.
Must be able to handle multiple tasks simultaneously.
Must be able to make necessary inquiries to government agencies and vendors to complete the bid documents properly.
Working Conditions:
This position offers flexible work options: virtual, in-office, or hybrid.
May require extended hours when completing a bid submission by a required deadline.
Salary: $55,000 - $60,000
Benefits:
Health, dental, and vision insurance
Wellness incentive program
Paid time off (PTO) and holidays
Professional development opportunities