Preconstruction Administrative Assistant

ESI is seeking a highly motivated and detail-oriented Preconstruction Administrative Assistant to join our dynamic team. The ideal candidate will play a key role in supporting the preconstruction team by managing administrative tasks, coordinating preconstruction activities, and ensuring the seamless flow of information between all stakeholders. This is an exciting opportunity for someone eager to grow their career in the fast-paced and rewarding field of preconstruction, where attention to detail and strong organizational skills are essential to project success.

Duties & Responsibilities:

  • Provide comprehensive administrative support to the preconstruction services team, including managing calendars, scheduling meetings, preparing agendas, and taking minutes.
  • Prepare, edit, and distribute project-related documents, such as proposals, bid packages, and contract documents to stakeholders.
  • Organize and maintain project files, records, and documentation in accordance with company procedures.
  • Serve as a liaison between the preconstruction services team, business development team, project managers, clients, and other stakeholders, ensuring effective communication throughout the preconstruction phase.
  • Prepare correspondence, reports, and presentation materials for team meetings and client discussions.
  • Support the coordination of preconstruction meetings, including logistics, agenda preparation, and minute-taking.
  • Maintain accurate records of all preconstruction activities and communications.
  • Assist in gathering, compiling, and analyzing project information, including cost estimates, timelines, and project specifications.
  • Update and maintain databases of prequalified subcontractors and vendors.
  • Assist in the coordination of project meetings, conference calls, site visits, and travel arrangements, ensuring all relevant parties are informed and prepared.
  • Manage incoming calls, emails, and correspondence related to preconstruction activities.

Attributes:

  • Communication Skills
  • Organizational Skills
  • Time Management Skills
  • Interpersonal Skills
  • Attention to Detail
  • Dependable
  • Flexible & Adaptable
  • Consistent

Education & Skills Requirements:

  • High School Diploma required. Associate degree or bachelor’s degree in business administration, contract management, or a related field is preferred.
  • A minimum of one to two years of experience in an administrative support role, preferably within the construction or project management industry.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Excellent organizational skills and keen attention to detail, with the ability to manage multiple tasks and priorities effectively.
  • Strong communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
  • 950 Walnut Ridge Drive Hartland, WI 53029 | 262.369.3526 T | 262.369.3536 F | esigroupusa.com
  • Proactive attitude and willingness to take initiative, solve problems, and contribute to the success of the project team.
  • Knowledge of construction terminology, processes, and documentation preferred. Previous Procore and Bluebeam experience is a plus.
  • Professional references are required.

Company Benefits:

  • Competitive, experience-based pay
  • Medical, dental, vision and supplemental benefit programs 401k program with 50% company match (up to federal limit)
  • Company sponsored life insurance and long-term disability policies Paid personal leave hours
  • Eight (8) paid holidays (includes birthday leave day) Bonus opportunities

Apply Today

Here's what our team members are saying…

“The rewarding part of what we do is creating space and function for the client and taking it to the next level.”

Denise Peters,
Assistant Project Manager

“What I find the most rewarding is seeing the final product.”

Scott Strutz
Senior Architect

“I love working at ESI because it's a company where we do things right.”

Pete Pokorny,
Project Manager