Preconstruction Administrator

Construction Honolulu, Hawaii



This position is responsible for providing general administrative support to the preconstruction group, including but not limited to organizing and managing project files, editing documents and templates, assisting with procurement, scheduling meetings and activities. In addition, this position may also require tracking of proposals, preparation of bid documents, performance and payment bonds, and maintaining contract files.  This individual will also be responsible assisting with preparation of various reports.



  • Assist with preparation of preconstruction plans and submittals. This will require editing of existing templates to reflect accurate project information.
  • Assist with procurement of subcontractors and vendors. This will require preparation and submittal of Purchase Requisition forms and loading them to CMiC (construction management software).
  • Prepare, submit, track, and manage personnel and subcontractor/vendor base passes. this will require preparation and submittal of base access forms to the client and tracking using an excel spreadsheet.
  • Follow-up with subcontractors and vendors to receive submittal documents.



  • Depending on variations in the workload, assist with the following:
    • Track and manage Request For Proposal (RFP) files and documents on SharePoint and SmartBid
    • Schedule RFP due dates (proposal due date/time, site visit due date/time and RFI due date/time); send calendar invite to its designated team members.
    • Submit bid bond request form and obtain signatures and corporate seal on bid bond form.
    • Prepare proposal documents including cover letter
    • Submit proposal to the client via email and hand delivery.
    • Office errands – supplies/materials for various jobsites, office supplies, mail packages and proposals at FED-EX, post office, etc.





  • Five years experience in accounting or business administration.
  • Two to five years of construction project administration, estimating, subcontracting, and contracting systems (preferred).
  • Command of Microsoft Office, especially Word, Excel and Access.
  • Experience providing administrative support on U.S. Government construction contracts (preferred).
  • Excellent verbal and written communication skills.
  • Ability to prioritize tasks and ensure multiple deadlines are met.
  • Reliable and capable of functionally effectively as part of a team.
  • Must be a critical thinker and a good listener.
  • Must have strong administration skills.
  • Valid driver’s license and clean driving abstract.


Must demonstrate excellent interpersonal skills and team building skills and must interact effectively with project operations teams, co-workers, vendors, and clients. 


GSI Service Group Inc. is an equal opportunity and affirmative action employer that consciously builds inclusive teams and is proud to support a diverse environment that considers all qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.