Preconstruction Coordinator

Position Overview

The Preconstruction Coordinator plays a critical support role in the preconstruction phase of construction projects. This position is responsible for ensuring smooth operations during the bidding process, managing project documentation, coordinating internal and external communication, and providing administrative support to the preconstruction team. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment.

www.eastern-builders.com

Key Responsibilities

Bid Management

• Set up and maintain bid opportunities in relevant platforms and tracking systems.
• Distribute bid documents to subcontractors and stakeholders in a timely manner.
• Coordinate and schedule pre-bid meetings with internal and external teams.
• Manage and issue addenda during the bidding phase, ensuring all parties receive accurate updates
  
  

Communication

• Facilitate clear and timely communication between estimators, project managers, subcontractors, clients, and consultants.
• Serve as a point of contact for inquiries related to preconstruction activities and documentation.
• Distribute meeting agendas, notes, and follow-up items to stakeholders.
  
  

Document Control

• Create and organize digital and physical project files.
• Upload and maintain current versions of project drawings, specifications, and other relevant documents.
• Ensure all project information is properly indexed, filed, and accessible to appropriate team members.
  
  

Scheduling

• Assist in the development and maintenance of preconstruction and bid schedules.
• Track key deadlines and milestones, notifying the team of upcoming deliverables or changes.
  
  

Administrative Support

• Order office and project-specific supplies as needed.
• Process incoming and outgoing mail, including handling bid submissions and RFIs.
• Provide general clerical support including data entry, scanning, copying, and preparing reports.
  
  

Transition Meetings

• Organize and coordinate internal hand-off/transition meetings between preconstruction and construction teams.
• Prepare and distribute meeting materials to ensure a smooth and informed transition into project execution.
  
  

Ideal Candidate Profile

• Associate's or Bachelor's degree in Construction Management, Business Administration, or related field preferred or equivalent professional experience.
• 2+ years of experience in a construction or administrative support role, preferably in a preconstruction or estimating department.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with construction management software (e.g., Procore, PlanGrid, Bluebeam) is a plus.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple tasks with competing priorities.
  
  

Reports To

Head Estimator / Director of Operations

Coordinates / Assists With

• Subcontractors & Vendors
• Business Development Department
• Preconstruction Department
• Marketing Department
  
  

Expectations

• Demonstrate strong communication and collaboration skills in a team-oriented environment
• Meet deadlines and positively contribute to team goals while upholding company values.
• Take ownership of tasks and consistently deliver high-quality work. 
• Proactively seek opportunities for growth and career development.