Preconstruction Administrative Coordinator

OVERVIEW

We are currently seeking an Preconstruction Administrative Coordinator for our Mountain West Water Division, in Phoenix, AZ. 

The Estimating Admin Coordinator is responsible for suppoting the Estimating Department by ensuring timely and efficient preparation and submission of all bids.

As a fourth-generation, family-owned business, Walsh recruits individuals who are seeking a small company feel with a large company backing.  Walsh is a successful fast-growing company at the forefront of technology and is committed to being the employer of choice to our employees and the builder of choice to our customers.

There are many compelling reasons why exceptional people should consider a career with our company:

• Challenging, complex work
• Creative and innovative problem-solving environment
• Supportive, communicative managers who reward hard work
• Opportunities for growth, training, and development
• Flexibility in career path & progression
• Opportunities to work and live all over the United States

RESPONSIBILITIES

• Prepare meeting materials, take meeting minutes, and distribute follow‑up documentation.
• Manage the department calendar, schedule meetings, and coordinate internal and external appointments.
• Book travel arrangements and complete expense reporting for department staff.
• Handle incoming and outgoing mail, order supplies, and provide general administrative support.
• Draft Preconstruction templates, reports, and other deliverables as needed.
• Coordinate the update, completion, and distribution of official bid forms and bid books.
• Gather all required bid documentation, including prequalification forms, DBE forms, bond forms, insurance information, and other supporting materials.
• Expedite and track all bid documents from start to finish, ensuring accuracy and timely updates.
• Assist on bid day by providing administrative and logistical support.
• Ensure all bid pre‑qualifications remain current and properly filed
• Update project schedules and assist with tracking project milestones.
• Prepare draft owner pay applications.
• Track down vendor invoices, verify accuracy, and submit for payment.
•   Enter estimates into the Estimating System and obtain missing information from owners, project teams, or estimating staff.
• Provide system outputs and reports as requested.

QUALIFICATIONS

• High School Diploma
• At least 2 - 4 years of administrative experience needed.
• Proficiency in Outlook, Word, Excel, and PowerPoint..
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.

The Walsh Group, Ltd. Is committed to providing equal opportunity to qualified applicants with disabilities to compete for jobs. To request a reasonable accommodation in completing this application, please contact the Human Resources Department at 312-563-5905 or hr@walshgroup.com.  

An Equal Opportunity Employer, Disability/Veteran

Salary Range Disclaimer

Please note that job titles may span more than one career level. The actual base pay is dependent upon many factors, including but not limited to: training, transferable skills, work experience, business needs and market demands. The base pay range is subject to change and may be modified in the future. This role may also be eligible for a bonus and other benefits.