Pre-Construction Coordinator

Position Summary:

The Pre-Construction Coordinator provides administrative and logistical support to the pre-construction team, ensuring that projects are well-organized, fully documented, and ready for execution. This role supports critical tasks such as managing submittals and procurement, coordinating documentation, and supporting project planning. The coordinator plays a key role in maintaining compliance, communication, and workflow efficiency across the team.

Key Responsibilities:
1. Submittals & Documentation

• Prepare and track material submittals, shop drawings, and sample requests
• Create and manage safety plans and as-built drawing sets
• Maintain accurate records of project submittals and responses
• Collaborate with vendors and project stakeholders to ensure timely submissions

2. Document Control

• Maintain and organize project documentation, including bid data, change orders, invoices, and project schedules
• Develop and maintain a logical folder structure for internal document sharing
• Follow up on outstanding documents or required approvals from vendors and subcontractors
• Support internal audit readiness through complete and orderly document records

3. Procurement Support

• Request and follow up on quotes from suppliers and subcontractors
• Assist with equipment and material procurement, ensuring timely ordering and delivery aligned with project timelines
• Track purchase orders and delivery schedules to minimize delays
• Coordinate with field teams to understand and meet project procurement demands

4. Bid Management & Project Scoping Support

• Assist in the solicitation and coordination of subcontractor bids
• Distribute plans and specifications, and track bid scope compliance
• Work closely with estimators and project managers in defining scopes of work, budgets, and project schedules

5. Communication & Administrative Support

• Facilitate clear communication between project stakeholders including clients, architects, engineers, and subcontractors
• Schedule and coordinate internal meetings, record meeting minutes, and monitor action items
• Provide general administrative support, including reporting, database management, and coordination of internal approvals

Skills and Qualifications:

• Strong organizational and time management skills – Ability to manage multiple priorities and deadlines efficiently
• Excellent communication and interpersonal skills – Comfortable working with cross-functional teams and external partners
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and project management/document control software
• Attention to detail – Able to track multiple versions of documents and ensure accuracy across submittals and procurement logs
• Basic knowledge of construction processes and terminology, including bid management, scopes of work, budgeting, scheduling, and safety plans
• Experience in construction or engineering environments is a plus