Location: Rockford, IL Type: Full-Time, Office-Based
Job Summary: Provides critical administrative support to the Estimating/Project Management team. This role serves as the central hub for document control, subcontractor coordination, and project-level administrative tasks.
Key Responsibilities:
- Estimating Support: Download and organize project plans; Invitations to Bid (ITB) and Request for Proposals (RFP) documents. Assemble professional bid/proposal packages.
- Project Management Assistance: Assist Project Managers and Superintendents with contract administration, processing submittals, and tracking Requests for Information (RFIs).
- Document & Archive Management: Maintain, digitize, and archive historical bid data, plan sets, “as-built” drawings, and project close-out files.
- Subcontractor Coordination: Maintain the subcontractor database and verify that all subcontracts, change orders, insurance certificates and safety documents are current.
- Office Operations: Provide back-up reception (e.g., answering phones, greeting guests); assist Operations team with projects, as needed.
Qualifications:
- 2+ years of administrative experience (Construction, Architecture, or Engineering is a plus but not required).
- Proficiency in MS Office (Excel, Word, Office 365) and Adobe.
- Familiarity with large format printing (KIP) and project management software (e.g., Procore, Sage, BuildingConnected) is a plus, but training is provided.
- Exceptional organizational skills and the ability to manage multiple deadlines.
Essential Traits
- Discretion: Handling sensitive bidding information and subcontractor pricing with total confidentiality.
- Urgency: Understanding that in the bidding world, “on time” is late—you strive to be ahead of schedule.
- Professionalism: Representing the company’s brand through every phone call and email.
Physical Requirements
- Primarily an office-based role; must be able to sit/stand at a desk for extended periods.
- Occasional visits to job sites may be required (must be comfortable wearing PPE).
Why Join Our Team?
- A Legacy of Excellence: Join a firm known for its commitment to the community and its subcontractors.
- Stable Growth: We focus on long-term client relationships, providing a stable and professional work environment.
- Team Atmosphere: We operate with a “win together” mentality. Every role makes an impact on our clients’ experience.
- Competitive Benefits Package: Health/Dental/Vision, 401k, profit-sharing, discretionary performance bonuses, paid holidays, PTO and more.
To Apply: Please submit your resume and a brief cover letter to [email protected]