Prequalification Specialist

Office or Project Location

Menlo Park, CACompany

Rudolph and Sletten, Inc.Job Code

2359Rudolph and Sletten

has an immediate need for a Prequalification Specialist for the Preconstruction Department located in Menlo Park, CA.DESCRIPTION:The Prequalification Specialist assists with the daily operation of support services for the Subcontractor Prequalification and Diversity Outreach efforts of the Preconstruction Department. This includes overseeing, coordinating, and performing clerical and administrative support tasks. This position reports to the Prequalification Manager and the Sr. VP of Preconstruction.Essential Duties and Responsibilities:Responsible for general administrative and clerical duties.Accurately controls and organizes files for departmental project staff.Always maintain the highest level of confidentiality.Provides accurate and timely retrieval of filed information as required.Processes routine correspondence per guidelines and directions from the supervisor.Contacts subcontractors and suppliers to confirm that they submitted their required information on a yearly basis.Confirms that all subcontractor information has been correctly entered into Smartbid.Answers all incoming phone calls and directs all calls to the appropriate party either within the office or job sites in a timely and professional manner.Assists with subcontractor outreach events planning, as required.Assists with special projects when needed.Develop and maintain our existing database of qualified subcontractors/bidders with updated information from both internal and external sources.Collect information via general annual and project-specific prequalification applications and route for internal review and approval.Verify information submitted within subcontractor prequalification applications using public records databases and other sources as applicable.Assist in hosting and attending 3rd party annual and project-specific outreach events and efforts.Assist in maintaining and creating project websites for project-specific prequal efforts.Collect diversity spend progress and final reports across all projects.Occasional travel to satellite offices, trade shows, or special events and coordination.All other duties as assigned.Required Job Skills:Well-organized, extremely detail-oriented, and self-starter that can work with direction and independently.Must be dependable, consistent, diligent, and thorough.Must have excellent communication skills including courteous phone and receptionist skills and exceptional writing, spelling, and grammar skills.Requires the ability to always maintain confidentiality of work items.Must have strong team skills.Demonstrates efficient multi-tasking abilities.Works well under pressure with the ability to meet strict deadlines.Effectively assess and prioritize multiple tasks and project deliverables.Ability to work in a decentralized team environment while located in a region.Persistent and assertive with positive reinforcement.Education and Experience:Education: Bachelor’s degree in Business or Finance preferred.Experience: Minimum 3+ years in an administrative assistant position. Construction or other related industry (A/E/C) strongly preferred. Organizational or participatory experience with Community or Civil Service organizations is a plus.Computer Equipment and Software:Special skills: Intermediate knowledge of Windows, MS Word, Excel, PowerPoint, Outlook, and knowledge of multi-line phone systems. Knowledge of Smartbid or other subcontractor prequalification software is a plus.Expected annual salary range for this job is $75,000 - $90,000 depending on experience.Rudolph & Sletten

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