Preconstruction Administrator

Vanguard Maintenance and Electrical, Inc. works alongside leading controls contractors to deliver high-quality electrical installations for Building Management Systems (BMS) and Programmable Logic Controller (PLC) systems. Our projects are built on precision, teamwork, and a commitment to doing the job right the first time. As our workload continues to grow, we’re looking for a Preconstruction Administrator to join our preconstruction team.

The Preconstruction Administrator supports Vanguard’s sales, estimating, and preconstruction efforts across multiple offices and markets. This role provides the administrative and coordination foundation for the preconstruction lifecycle, ensuring bid opportunities are tracked accurately, proposals and RFP responses are complete and compliant, contracts are properly administered, and awarded projects transition smoothly from preconstruction to operations. The position serves as a key liaison between clients, regional estimating teams, and operations, maintaining consistency, accountability, and structure across Vanguard’s geographic footprint.

• Interface with clients during bidding and preconstruction to support timely communication and responsiveness.
• Schedule and coordinate pre-bid walks, internal strategy meetings, and client-facing meetings across regions.
• Act as a communication bridge between sales, estimating, and operations teams in different offices.

• Review incoming contracts for administrative and commercial alignment.
• Coordinate internal contract review and ensure contracts are reviewed, signed, and returned to clients for countersignature.
• Ensure fully executed contracts are received, logged, and properly filed within project records.
• Set up newly awarded projects in construction management systems for all Vanguard offices and markets.
• Centralize and administer payment and performance bond requests for all Vanguard regions, including initiation, tracking, and coordination with sureties.
• Centralize certificate of insurance administration for all new projects, ensuring compliance with contract requirements and timely issuance.
• Maintain consistent contract, bond, and insurance documentation standards across regions.

• Schedule and facilitate preconstruction-to-operations turnover meetings with regional teams.
• Prepare and organize turnover packages, including executed contracts, proposals, clarifications, plans, and specifications.
• Maintain control of preconstruction documentation through project kickoff.

• Maintain organized digital project files across multiple markets.
• Control and distribute preconstruction documents, including plans, proposals, and submittals.
• Provide general administrative support to preconstruction leadership.

• Strong organizational and time‑management skills with the ability to manage competing priorities.
• High attention to detail and document accuracy.
• Clear written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel and Word.

• Construction industry experience preferred.
• Experience supporting estimating, preconstruction, or contract administration across multiple projects or regions preferred.

• High School Diploma or GED required.
• An Associate’s or Bachelor’s degree is a plus.