Preconstruction & Contracts Administrator

About the RoleThe Preconstruction & Contracts Coordinator will be responsible for developing winning proposals, administering contracts, managing compliance, and providing critical organizational support to the preconstruction team. The ideal candidate is a highly organized, detail-oriented professional with exceptional writing skills and direct experience in the tri-state heavy civil construction market. This position offers a unique opportunity to shape the company's voice and protect its interests on every project we pursue.ResponsibilitiesProposal and Qualification Statement PreparationLead the preparation and production of high-quality, professional responses to Requests for Proposals (RFPs) and Requests for Qualifications (RFQs).Write, edit, and format proposal narratives, project descriptions, and team resumes to create compelling and persuasive submission documents.Collaborate with technical staff to translate complex construction methodologies into clear, client-focused language.Manage the entire proposal lifecycle, ensuring strict compliance with all submission requirements.Contract Administration and Document ControlPerform preliminary reviews of prime contract terms and conditions, identifying potential risks, insurance requirements, and key obligations.Establish and maintain a systematic and organized digital filing system for all preconstruction documents, including contracts, addenda, RFIs, and correspondence.Serve as the gatekeeper for all contractual documentation during the bid phase.Bid Process Coordination & SupportCoordinate the solicitation of quotes from subcontractors and material suppliers, ensuring clear communication and adequate bid coverage.Act as the primary point of contact for subcontractors and suppliers during the bidding process, building and maintaining strong industry relationships.Support the estimating team by ensuring all bid information is organized, current, and accessible.Compliance and D/M/WBE ManagementManage the company's compliance with project-specific Disadvantaged/Minority/Women-Owned Business Enterprise (D/M/WBE) participation goals.Execute and meticulously document all "Good Faith Efforts" (GFE) in accordance with federal, state, and local agency requirements.Prepare all necessary GFE documentation for bid submissions.Agency Prequalification and Corporate ComplianceManage and complete the comprehensive prequalification packages required by various public agencies (e.g., NYSDOT, PANYNJ, etc.) to ensure the company is eligible to bid on their projects.Maintain corporate records, licenses, and compliance documentation necessary for ongoing agency approvals.QualificationsBachelor's Degree in Construction Management, Business, Marketing, English, or a related field.A minimum of 3-5 years of direct experience in a preconstruction, proposal, marketing, or contract administration role within the heavy/highway construction industry.Demonstrated experience with projects in the New York, New Jersey, and/or Connecticut markets.Exceptional written and verbal communication skills, with proven experience in technical or proposal writing.Expert-level proficiency with BlueBeam Revu and/or Adobe Acrobat Pro.Advanced skills in the Microsoft Office Suite (Word, Excel, PowerPoint).Familiarity with the procurement processes of key tri-state agencies (e.g., NYSDOT, NJDOT, CTDOT, PANYNJ, MTA).Meticulous attention to detail and a high degree of accuracy in all work product.Superior organizational skills, with the ability to manage multiple priorities and meet tight deadlines.Required SkillsExperience with Adobe Creative Suite (InDesign).Proficiency with construction bid solicitation software (e.g., ConstructConnect, SmartBid, BuildingConnected).Direct, hands-on experience preparing and submitting Good Faith Effort documentation for a public agency in the tri-state area.Proven experience in successfully completing and managing agency prequalification applications in the tri-state area.Existing relationships with the subcontractor and supplier community in the region.Pay range and compensation packageCompetitive salary commensurate with experienceAggressive bonus programComprehensive health, dental, and vision insurance401(k) company match and annual profit sharingPaid time off and holidaysLong-term disability – paid by the companyPaid family leave insurance – paid by the companyAnnual company-sponsored outings and events, including team-building activities, sports tournaments, fundraising opportunities, and social celebrations