Job Description: Preconstruction Coordinator

Position Summary

The Preconstruction Coordinator supports the estimating, project management, and operations teams by coordinating the early phases of construction projects to ensure projects are organized and prepared prior to construction startup. This role is responsible for assisting with permits, procurement coordination, budgeting support, vendor communication, project documentation, and preconstruction planning activities.

The Preconstruction Coordinator helps “get projects off the ground” by ensuring project information, schedules, equipment orders, submittals, and documentation are completed accurately and on time. This position works closely with estimators, project managers, vendors, subcontractors, and field staff throughout the preconstruction and startup phases of projects.

Primary Responsibilities

Project Startup & Coordination

• Assist with coordinating preconstruction activities required to prepare projects for construction.
• Support project startup and turnover from estimating to operations teams.
• Help organize and coordinate preconstruction meetings with internal teams, vendors, subcontractors, and general contractors.
• Review project drawings, specifications, and documents for coordination and completeness.
• Track project schedules, procurement timelines, permits, and submittal deadlines.

Budgeting & Estimating Support

• Assist estimators and project managers with budgeting and project cost coordination.
• Help compile pricing information, vendor quotations, and material information.
• Support estimating teams with bid documentation, takeoffs, and project organization as needed.
• Review vendor quotes and assist with scope comparisons and documentation tracking.

Vendor & Procurement Coordination

• Assist with equipment and material ordering for projects.
• Coordinate with vendors and suppliers regarding pricing, lead times, and deliveries.
• Track long-lead equipment and maintain procurement logs.
• Maintain communication with suppliers to help support project schedules.

Permits & Documentation

• Pull and submit permits as required.
• Prepare and submit shop drawings, submittals, and project documentation.
• Maintain organized electronic and physical project files.
• Assist with assembling O&M manuals and project closeout documentation.

Communication & Administrative Support

• Coordinate communication between estimators, project managers, vendors, field staff, and customers as needed.
• Help identify and communicate missing information, scheduling concerns, or procurement issues prior to project startup.
• Assist with meeting notes, project tracking logs, and status updates.
• Support process improvements and organization within the preconstruction department.

Qualifications

• Strong organizational and communication skills.
• Ability to read and interpret construction drawings and specifications preferred.
• Experience in construction administration, estimating support, project coordination, or mechanical contracting preferred.
• Familiarity with plumbing, HVAC, piping, or sheet metal systems is helpful but not required.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Strong attention to detail and documentation accuracy.

Reporting Structure

Reports to the Preconstruction Manager, Estimator, or Operations Manager.

Works collaboratively with estimators, project managers, vendors, subcontractors, field staff, and office personnel.

Why This Role Matters

The Preconstruction Coordinator helps ensure projects are properly organized before construction begins. By supporting permitting, procurement, documentation, scheduling, and coordination activities, this role improves project readiness, supports field productivity, and helps projects transition smoothly from estimating into operations.

Job Type: Full-time

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person