[Remote] Administrative Assistant - Procurement

Note: The job is a remote job and is open to candidates in USA. Mullins Mechanical is a self-performing specialty contractor recognized for its growth and expertise in mechanical applications. The Preconstruction Administrative Assistant provides essential support to the Preconstruction Department by managing documentation, assisting with bid preparation, and ensuring effective communication across multiple projects.

Responsibilities

• Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership
• Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents
• Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents
• Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects
• Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation
• Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems
• Maintain preconstruction filing systems in accordance with company standards
• Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation
• Prepare meeting materials, agendas, and notes for preconstruction meetings as needed
• Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting
• Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination
• Ability to work remotely and manage work load in an independent environment

Skills

• Excellent organizational, documentation, and time-management skills with the ability to manage multiple priorities
• Strong written and verbal communication skills to interface with internal teams, vendors, subcontractors, and clients
• Proficiency in Microsoft Office applications; familiarity with construction software such as estimating platforms, Procore, and Bluebeam is a plus
• Strong attention to detail and problem-solving skills
• Ability to work in a fast-paced, deadline-driven preconstruction environment

Company Overview