• Preconstruction Administrative Manager

    Feeney Brothers Utility Services (Boston, MA)


    Preconstruction Administrative Manager

     

    Category Construction

    Position Manager

    Description

    Job Summary/Objective:

    The Preconstruction Administrative Manager is a mission-critical role responsible for supporting preconstruction planning and execution across all phases of underground utility, natural gas, and infrastructure construction projects. This position ensures streamlined bid processes, subcontractor engagement, regulatory compliance, and internal alignment to drive efficient and successful project handoffs. The ideal candidate is detail-obsessed, process-oriented, and excels at building strong operational and vendor relationships in a high-pressure, deadline-driven environment.

    Essential Functions:

    Bid & Document Management

    + Lead and manage all bid documentation including downloading, reviewing, and distributing project specs, plans, and addenda.

    + Assemble complete bid packages, qualification statements, compliance documents, and project turnover binders.

    + Coordinate bid submissions through platforms such as ISQFT, BuildingConnected, Procore, or Dropbox.

    + Track and secure bid bonds, COIs, Certificates to Vote, and project-specific compliance materials.

    + Support day-of-bid operations including document hand-offs, team readiness, and last-minute quote inclusion.

    Compliance & Regulatory Oversight

    + Maintain corporate certifications and contractor licensing across all operating states including OSHA, SAM, CT DAS, DCAMM, and local utility-specific registrations.

    + Review and coordinate insurance certificates, surety bond documentation, and third-party safety compliance systems.

    + Ensure adherence to procurement standards and public works requirements.

    Subcontractor & Vendor Management

    + Develop and maintain a prequalified subcontractor/vendor network, with a strong emphasis on underground, gas, and directional drilling partners.

    + Lead quote solicitations, scope reviews, and manage bid day quote tracking and communication.

    + Vet safety records, EMR scores, and insurance compliance for all subs.

    + Coordinate subcontractor outreach and follow-up using CRM systems and bid platforms.

    + Represent company at industry conferences, minority/women-owned business (MWBE) matchmakers, and supplier events.

    Systems & Reporting

    + Maintain and update bid management systems (ISQFT, Salesforce, Procore) with drawings, CSI codes, trade assignments, and quote tracking.

    + Generate weekly reports on subcontractor coverage, bid status, and preconstruction progress.

    + Proactively follow up on trade gaps and develop strategic outreach plans to improve quote coverage.

    Internal Coordination & Communication

    + Schedule and facilitate bid kickoffs, internal turnover meetings, and post-bid debriefs.

    + Update estimating logs, project trackers, win/loss reports, and company CRM (Salesforce).

    + Support inbox/voicemail response management for estimating team, ensuring timely communications with vendors and clients.

    Competencies (Knowledge, Skills & Abilities):

    + Deep knowledge of construction bid processes, public/private procurement, and subcontractor engagement strategies.

    + Strong grasp of underground utility, civil, and gas construction terminology, safety standards, and compliance.

    + High proficiency in Microsoft Office Suite, Salesforce, ISQFT, BuildingConnected, Dropbox, and Procore.

    + Excellent written and verbal communication skills with a customer-service mindset.

    + Outstanding time management, organizational skills, and ability to manage multiple active bids concurrently.

    + Working knowledge of CSI MasterFormat trade divisions and scopes.

    Work Environment:

    + Hybrid role with primary work from office or home; occasional visits to job sites or pre-bid walkthroughs.

    + Exposure to construction site conditions during field visits (outdoors, variable weather, uneven terrain).

    Physical Demands:

    + Ability to sit or stand at a desk for extended periods.

    + Occasional lifting of up to 25 lbs. (plans, equipment, binders).

    + Ability to walk sites and navigate job trailers and construction terrain when needed.

    Position Requirements

    Required Education & Experience:

    + High School Diploma or equivalent.

    + 5+ years in a construction administrative, preconstruction, estimating support, or procurement coordination role.

    + Experience in heavy civil, site and utility construction preferred

    + Strong working knowledge of bid software platforms and document management tools.

    Preferred Education & Experience:

    + Associate or Bachelor’s degree in Construction Management, Engineering, or related field.

    + Notary Public certification (or willingness to obtain within 3 months).

    + Familiarity with minority and diversity vendor outreach, MWBE certification support, and public sector bid requirements.

     

    Salary

     

    Req Number CON-25-00001

     

    Location Boston

     

    EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

     

    This position is currently accepting applications.