Preconstruction assistant

Position Overview

We are seeking a detail-oriented, proactive professional to join our team as a Preconstruction Assistant. This role supports the estimating, sales, and administrative functions within our preconstruction department. The ideal candidate will have experience in construction, millwork, or cabinetry environments and a passion for organization, accuracy, and teamwork.

Key Responsibilities

Estimating & Project Support

• Assist Senior Estimators in preparing and winning bids for millwork and construction projects.
• Review architectural plans, specifications, and project documents to define scope of work and prepare accurate takeoffs.
• Solicit quotes from vendors and subcontractors; coordinate RFIs and follow up on project opportunities.
• Prepare documents for engineering and production handoff upon project award.
• Utilize estimating software (e.g., PlanSwift), and O365 suite for takeoffs and bid preparation.
• Attend departmental meetings and collaborate with team members to ensure project milestones are met.
• Inform managers of any inaccuracies or omissions in quoted items or databases.

Administrative & Office Support

• Coordinate administrative tasks such as preparing service/parts quotes, job set-ups, and processing contractual change orders.
• Maintain organizational files and records; set up and manage project files according to company standards.
• Create and maintain detailed spreadsheets for tracking bids, quotes, and project progress.
• Communicate with company and customer personnel as needed. This includes coordinating with customers to get answers to questions, missing information, as well as following up on quotes.
• Update information in internal systems as required.
• Order, proof, and submit finish samples and submittal drawings.
• Proofread and correct bids prior to customer submission.
• Ensure bid information is current and accessible to relevant stakeholders.
• Perform routine follow - up calls with customers on submitted quotes and communicate to sales team when projects show activity and/or require action.

Skills & Qualifications

• Minimum 1 year of related experience or training in construction, millwork, cabinetry, or a similar environment.
• Ability to read and interpret architectural plans, blueprints, and design drawings.
• Proficient mathematical and analytical skills.
• Advanced proficiency in MS Excel, MS Word; experience with PlanSwift or similar takeoff software preferred.
• Exceptional time management, organizational, and prioritization skills.
• Strong attention to detail and ethical conduct.
• Excellent communication, collaboration, and interpersonal skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Self-starter, problem solver, and able to assess situations and react appropriately.
• High level of personal credibility, professionalism, and ability to handle sensitive/confidential information with discretion.