Preconstruction Coordinator

Preconstruction Coordinator

Marick Mechanical, an Orion Services Group company | Multi-branch coordination | Work Location: To Be Determined

Department: Preconstruction | Reports To: Director of Preconstruction | FLSA: Non-Exempt | Travel: As Needed

Position Summary

The Preconstruction Coordinator oversees the administrative workflow connecting submitted bids, awarded projects, and project execution across Marick Mechanical. This position owns general contractor (GC) follow-up on submitted proposals, establishes awarded projects in BuildOps using approved information, coordinates permitting and licensing requirements, and prepares complete turnovers to project management. Success requires proactive communication, accurate records, persistent follow-through, and consistent processes across branches.

Mission of the Role

Ensure every submitted proposal is actively tracked, every awarded job is accurately set up, and every project team receives an organized, actionable turnover that supports timely execution.

Key Responsibilities

Submitted Bid Follow-Up & Opportunity Visibility

• Communicate directly with general contractors after proposals are submitted, following each opportunity through award, loss, cancellation, or another documented outcome.
• Initiate follow-up approximately seven calendar days after bid submission and continue at roughly seven-day intervals unless GC direction, project conditions, or expected award timing require adjustment.
• Maintain the departmental bid tracker, including follow-up dates, contact attempts, anticipated award dates, outcomes, and available win/loss feedback.
• Alert the Director of Preconstruction and relevant estimator to repricing, negotiation, scope clarification, or other matters requiring commercial or technical decisions.
• Identify potential future opportunities through GC conversations and support directed customer outreach or market-development initiatives.

Awarded Project Setup & BuildOps Administration

• Own administrative creation of awarded projects in BuildOps, including entry of approved budgets, cost codes, estimator-developed phases, and related allocations.
• Coordinate with the Project Accountant and existing Project Coordinator to establish consistent job setup, financial verification, and handoff procedures while retaining ownership of setup completion.
• Collect contracts and proposals, approved estimates and budgets, vendor/subcontractor information, labor and material allowances, schedule assumptions, and required project documentation.
• Confirm entries align with approved source documents; refer missing, conflicting, or unapproved information to the responsible estimator, accountant, or manager for resolution.
• Track outstanding setup requirements, communicate status, and promptly escalate significant inconsistencies or delays.

Permits, Licensing & Administrative Readiness

• Identify permitting, contractor registration, licensing, bonding, and related administrative requirements for awarded work across applicable jurisdictions.
• Coordinate with authorized license holders, branch leadership, project teams, and designated applicants for required filings and approvals.
• Track each requirement through verified completion, including items remaining open after turnover, and flag approvals required before work may begin.
• Communicate deadlines, barriers, ownership, and approval status to relevant project stakeholders.

Project Turnover to Execution

• Compile and verify turnover packages containing contracts, proposals, scope and exclusions, approved budgets and labor hours, project phases, subcontractor/vendor quotes, procurement needs, schedules, known risks, and open action items.
• Schedule turnover meetings with estimators, project managers, superintendents, and other required stakeholders, ensuring supporting materials are available in advance.
• Facilitate the administrative process while the estimator leads discussion of the technical estimate, scope assumptions, phases, and risks.
• Document action items, confirm accountable owners and deadlines, pursue completion, and deliver a complete administrative handoff to the assigned project manager.

Cross-Functional Coordination & Process Improvement

• Develop and maintain standard operating procedures, checklists, and templates for bid follow-up, BuildOps setup, permitting, licensing, and project turnovers.
• Coordinate with estimators, project managers, Project Accounting, Project Coordination, general managers, and branch teams; request deliverables and set reasonable administrative deadlines.
• Proactively communicate blockers, recurring gaps, material GC feedback, and process-improvement recommendations to the Director of Preconstruction.
• Forward unsolicited bid invitations to the Director of Preconstruction for pursuit decisions and estimator assignment.

Decision Rights & Accountability

This role is accountable for coordinating and completing the administrative workflow, including tracking work performed by authorized third parties. The Preconstruction Coordinator may request information, set reasonable administrative deadlines, follow up across teams, and escalate unresolved issues. Estimators retain ownership of technical estimates, budgets, and project phasing; Project Accounting maintains financial controls; authorized license holders complete legally restricted submissions; and project managers own execution. This position does not independently modify approved budgets or phases, set bid margins, negotiate pricing, assign estimators, or make technical construction decisions.

Qualifications

Required

• Experience in construction administration, project coordination, dispatching, inside sales, customer support, or another detail-intensive operational coordination role.
• Strong organizational skills, prioritization, accountability, accuracy, and ability to drive unresolved actions to completion.
• Professional, persistent written and verbal communication with general contractors, project leaders, and internal partners.
• Ability to maintain organized trackers and documentation, identify discrepancies, and escalate issues appropriately.
• Comfort using office productivity tools and learning construction management systems, project financial terminology, cost codes, and permitting processes.

Preferred

• Experience in commercial HVAC, refrigeration, mechanical contracting, construction, or multi-branch operations.
• Working knowledge of BuildOps or similar project management software and bid tracking systems.
• Familiarity with contractor permits, registrations, licensing, project budgets, and handoff documentation.
• Experience developing repeatable SOPs, checklists, or cross-functional operational processes.

Measures of Success

• Timely, consistently documented GC follow-up and accurate bid disposition records.
• Accurate, complete, and prompt BuildOps setup based on approved project information.
• Permitting and licensing requirements assigned, monitored, and verified through completion.
• Organized turnover packages, clear action owners, and effective handoffs to project management.
• Early escalation of risks and measurable improvement in consistency and workflow follow-through.

Work Environment & Expectations

This position requires frequent computer-based work, communication across multiple teams and branches, and the ability to manage competing deadlines. Occasional travel to Marick offices or project locations may be required, based on business needs. The work location and regular schedule will be confirmed by Human Resources.

This job description describes the general nature of the position and is not an exhaustive list of duties. Marick Mechanical may modify responsibilities based on business needs. Employment classification, location, schedule, and compensation are subject to final Human Resources approval.