Administrative Coordinator - Weston & Sampson

Weston & Sampson is seeking a Administrative Coordinator with 2-5 years of experience to provide administration support to the Construction, Maintenance and Repair division.  This position will be out of our Wilmington office location and offers flexible working hours. 

What you’ll do:

Work closely with Estimator to coordinate bids and proposals including:

• Request RFP/RFQ, issues check as needed
• Upon receipt, review requirements
• Request bonds and COI from insurance broker
• Pull together documents: DCAM, Clerk’s vote, etc.
• Complete bid form
• Photocopy and make arrangement for timely delivery (mail or hand deliver)
• Complete DCAM certification and registration paperwork annually
• Responsible for P/S checkbook, balance monthly, return to Accounting
• Maintain a list of all bids, when and if we submitted and win/lose
• Execution of contracts as required, this includes requesting insurances, performance/payment bonds, get appropriate signatures
• Attend bi-weekly bid meeting
• Print Reports throughout the month supplied by technician
• Meet monthly with Inspection Technician, and General Manager to discuss inspection reports.
• Update inspection spreadsheet
• Mail reports and make appropriate copies and distribute accordingly
• Pay Estimates
• Contract document information (bonds, insurance, notice to proceed, substantial completion dates).
• Vendor compliance
• Pre-Construction meetings and all applicable reports
• Attend Close Out Meetings/prepare notes and reports

What you will bring:

• Associate Degree in Business Administration preferred

• A minimum of 3 years administration related experience is required.  Construction related experience is preferred

• Strong interpersonal skills, including the ability to work in a team environment and get along with others

• Good writing and verbal communication skills

• Ability to organize, manage and coordinate multiple assignments

• Able to meet deadlines, to work cooperatively with others and when necessary, work overtime and weekends

• Must have strong computer skills including a working knowledge of Microsoft office software, including Word, Excel and PowerPoint, and other database software

• Valid driver's license

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Overview

Weston & Sampson is an 100% employee-owned, full-service environmental and infrastructure consulting firm made up of more than 800 professionals, who work together to develop innovative, cost-effective solutions for our clients. Since our founding in 1899, Weston & Sampson’s mission has been to protect, improve, and sustain the natural and built environment to enhance the quality of life. As we grow, we are seeking dedicated technical and professional individuals who want to collaborate on meaningful projects with a team that respects and values their ideas. Weston & Sampson offers a flexible work environment, competitive compensation, industry-leading benefits, and exciting career growth opportunities—all in a supportive and dynamic corporate culture that embraces diverse perspectives and recognizes people for their contributions.

Weston & Sampson is an Equal Opportunity Employer. We embrace the rich perspectives and experiences that arise from people of different races, ethnicities, cultures, sexual orientation, gender identities, ages, socio-economic statuses, abilities, and religions, as well as other untapped groups, within our Weston & Sampson family and the communities we serve. Weston & Sampson is committed to the principles of Inclusion, Diversity, Equity, and Access (IDEA). Our goal is to foster a sense of belonging and equitable representation across our organization and to empower our employees to incorporate IDEA values into the work they perform.

Your world is always changing, and so are we. Join us as we grow: https://www.westonandsampson.com/join-our-team/

A Note to Third-Party Recruiters:

Weston & Sampson coordinates all recruiting and hiring at our company.  We do not accept unsolicited resumes from third-party recruiters, staffing agencies or related firms.  Resumes are only accepted if a signed agreement is in place.  All unsolicited resumes will be considered the property of Weston & Sampson.  Weston & Sampson is not responsible for any fees related to unsolicited resumes.

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