Pre-Construction Administrator
Full-Time | In-Office | Vancouver, BC
JOB SUMMARY
Quattro Constructors, a Vancouver-based civil infrastructure firm, is seeking a detail-oriented and proactive Pre-Construction Administrator to support its Pre-Construction and Project Controls Team. This full-time, in-office position is ideal for an organized administrative professional who is eager to build a career in construction estimating and pre-construction, and who takes pride in producing polished, accurate, and well-organized documentation.
The successful candidate will play a key role in supporting proposal development from kick-off through submission, maintaining Quattro’s Estimating Manual and document control systems, coordinating with subcontractors and vendors to gather competitive, well-substantiated pricing, and monitoring bid boards and tendering portals for new pursuit opportunities. Acting as a trusted support resource to the Pre-Construction Team, this role helps ensure that Quattro’s bids and proposals are accurate, on time, and professionally presented.
This position offers hands-on exposure to the full pre-construction and estimating process within a growing civil infrastructure company, including proposal coordination, procurement, vendor management, and pricing support, with opportunities for professional development and long-term growth within the Pre-Construction function.
ESSENTIAL SKILLS & RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Estimating & Pre-Construction Documentation
- Assist with drafting and maintaining Quattro’s Estimating Manual and Estimating procedures;
- Manage estimating document control, including filing structures and standardization of systems across the Pre-Construction Team;
- Maintain, and help improve, estimating and proposal templates, boilerplate content, and submission checklists;
- Build and maintain a centralized proposal and content library for efficient reuse across pursuits; and
- Monitor bid boards and online tendering/procurement portals (e.g., BC Bid, MERX, Bids&Tenders) for new pursuit opportunities, and communicate relevant leads to the Pre-Construction Team.
Subcontractor & Vendor Coordination
- Maintain a database of subcontractors and vendors, including qualification and contact information;
- Organize subcontractor and vendor liaison meetings, and take and distribute meeting minutes;
- Collaborate with vendors and subcontractors to obtain competitive pricing for upcoming pursuits, requiring detailed quotes and supporting backup documentation to substantiate pricing for all subcontracted scopes included in Company bids; and
- Update and maintain labour, equipment, material, and subcontractor rate information.
Procurement & Pricing Support
- Support procurement management through Excel-based tracking matrices and subcontractor/vendor liaison;
- Assist with quantity takeoffs and cost data collection to support pricing, bid preparation, and change orders;
- Coordinate and maintain records of quotations, pricing information, and subcontractor and supplier pricing requests; and
- Support estimate reviews and the maintenance of historical cost and production data.
Proposal Development & Coordination
- Assist with coordinating proposal development from kick-off through submission, in alignment with pursuit strategy;
- Draft, edit, and format proposal content to help ensure clarity and consistency;
- Liaise with Pre-Construction, Operations, and Finance teams to gather technical and project-specific input for proposals; and
- Support proposal schedules, compliance requirements, and submission logistics to help ensure on-time delivery.
Marketing & Documentation Support
- Prepare printed materials and branded collateral to support proposals and business development activities;
- Assist in preparing client presentations, pitch decks, and award submissions;
- Support consistent tone, messaging, and visual identity across Pre-Construction and proposal documentation; and
- Perform additional assignments per Management’s direction.
RECOMMENDED MINIMUM QUALIFICATIONS
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience
- Diploma or degree in Business, Construction Management, Marketing/Communications, or a related discipline, or an equivalent combination of education and experience;
- No prior construction industry experience required; experience in proposals, procurement, or administrative support is required; and
- Working knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook), with strong Excel skills for procurement and pricing tracking; familiarity with Canva, or similar design/formatting tools is an asset.
Certifications and/or Licensing Requirements
- Required Company or regulatory certifications; and
- Required Company safety certifications.
LANGUAGE, MATH, AND REASONING ABILITY
- Ability to read, comprehend, and write clear, professional correspondence, reports, and proposal content;
- Ability to effectively present in one-on-one and small group situations to the Owner, Clients, subcontractors, and other employees of the Company;
- Ability to apply concepts such as percentages, ratios, and proportions to practical situations; and
- Ability to identify problems, collect data, establish facts, and present options for resolution.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is:
- Regularly required to sit and talk or hear;
- Frequently required to stand and walk;
- Occasionally required to use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, or crouch;
- Occasionally required to lift and/or move up to 10 pounds; and
- Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.
ENVIRONMENTAL CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee is:
- Required to work in an office environment in an open cubicle workstation, subject to office noise typical of a professional office; and
- Occasional travel to project sites or industry events, which may involve exposure to outside weather elements.
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Company events
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- Paid time off
- RRSP match
- Vision care
Work Location: In person
