[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.ResponsibilitiesProvide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadershipCollect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documentsAssist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documentsMaintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projectsUtilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentationUtilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systemsMaintain preconstruction filing systems in accordance with company standardsSupport handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentationPrepare meeting materials, agendas, and notes for preconstruction meetings as neededAssist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecastingPerform general administrative duties including scheduling, correspondence, document formatting, and internal coordinationAbility to work remotely and manage work load in an independent environmentSkillsExcellent organizational, documentation, and time-management skills with the ability to manage multiple prioritiesStrong written and verbal communication skills to interface with internal teams, vendors, subcontractors, and clientsProficiency in Microsoft Office applications; familiarity with construction software such as estimating platforms, Procore, and Bluebeam is a plusStrong attention to detail and problem-solving skillsAbility to work in a fast-paced, deadline-driven preconstruction environmentCompany OverviewFor More than a decade Mullins Mechanical has been carving our spot in the Industrial/Heavy Commercial Mechanical & Plant Services Industry, leaving behind a legacy of solid built, dependable projects that our customers rely on, day in and day out. It was founded in 2008, and is headquartered in Carrollton, Georgia, USA, with a workforce of 51-200 employees. Its website is https://www.mullins-mechanical.com.