Preconstruction Coordinator

Preconstruction Coordinator

Department: Operations

Location: Noblesville

Position Overview:

We are seeking a detail-oriented and highly organized Preconstruction Coordinator to support our Alarm/Tenant Improvement (TI)/Account Manager sales teams throughout the bid lifecycle. This role plays a critical part in ensuring the smooth coordination of incoming bid opportunities, documentation management, and preconstruction planning efforts. The ideal candidate will be a proactive communicator who thrives in a fast-paced environment and is passionate about accuracy, process improvement, and team collaboration.

This position is key to keeping the preconstruction process moving efficiently-from the initial bid invitation through final decision-so that the Alarm/TI/Account Manager sales teams can focus on scope development and pricing strategies.

Key Responsibilities:

• Bid Opportunity Management:

• Collect and analyze incoming bid information to determine project type and scope.

• Present opportunities to the Alarm/TI/Account Manager sales teams for evaluation and strategic review.

• Log and update all bid invitations in the company's calendar and systems.

• Identify and research new bid opportunities as directed.

• Document Control & Coordination:

• Download, order, and print bid documents including specifications, plans, and addenda.

• Maintain organized bid files and ensure all documentation is complete and accessible.

• Respond to bid invitations and follow up as needed to confirm participation or decline.

• Team & Meeting Support:.

• Coordinate with estimators on document needs, deadlines, and follow-ups.

• Utilize internal systems to ensure proper tracking, timely follow-up, and clean reporting to maintain company bid calendar by logging all invitations to bid, updating bid information as necessary and initiating pending list.

• Administrative & Strategic Support:

• Provide high-level administrative support to the Alarm/TI/Account Manger sales teams as well as serve as backup support to the Preconstruction team

• Serve as point of contact for the Estimating Bids - New Construction phone line, ensuring timely and professional responses to all inquiries.

• Complete special assignments and tasks as requested.

• Workflow Efficiency:

• Maintain a well-organized approach to managing a high volume of small-to-large projects.

• Support a culture of collaboration, accountability, and continuous improvement across the preconstruction process.

Qualifications:

• Demonstrates strong initiative, and the ability to work independently with minimal supervision with a solution-oriented mindset.
• Proficiency in Microsoft Office Suite and general document/file management systems.
• Outstanding customer service skills, responds promptly to customer's needs, solicits customer feedback, to improve service and maintains confidentiality.
• Strong communication skills-both written and verbal-with the ability to collaborate effectively.
• Excellent organizational and time-management skills.
• Ability to manage and prioritize multiple tasks simultaneously, with speed, while maintaining attention to detail.
• Ability to adapt to changes in work environment, manages competing demands, and is able to deal with frequent stops.
• Consistently at work and on time, follow instructions, responds to management direction and solicits feedback to improve performance.
• Candidates must possess and maintain a valid driver''s license. The ability to drive to job sites / work locations is a requirement of this position. A motor vehicle record (MVR) check will be conducted as part of the hiring process.