Pre-Qualification Coordinator

Willmeng Construction • Phoenix, AZ

5d • Onsite

About The Position

The Pre-Qualification Coordinator supports Willmeng’s trade partner onboarding and renewal process by coordinating document intake, tracking compliance requirements, maintaining accurate records, and communicating with trade partners and internal Estimating and Project Operations teams. This role helps ensure trade partners meet Willmeng’s prequalification standards and project requirements, enabling efficient contracting, mobilization, and ongoing compliance.

This role requires detail-oriented document control, disciplined follow-up and deadline management, professional communication, and cross-departmental coordination, all approached with process discipline and a continuous improvement mindset. The work is primarily office-based with prolonged computer use, occasional lifting of office materials up to 25 lbs., and occasional jobsite visits for orientation or coordination. Success means prequalification and renewal files that are complete, accurate, and easy to audit; shorter submission-to-approval cycle times through proactive follow-up; few or no mobilization delays from missing or expired documents; and positive feedback from trade partners and internal stakeholders on responsiveness and clarity.

Requirements

• High school diploma or GED required
• 2+ years of administrative experience
• Strong organizational skills and attention to detail; ability to manage multiple active files and deadlines.
• Proficiency with Microsoft Office (Excel, Outlook, Word); comfort learning new software platforms.
• Strong written and verbal communication skills; professional customer-service approach.
• Ability to handle confidential information with discretion.

Nice To Haves

• Associate degree or equivalent experience preferred.
• construction, subcontractor management, or vendor compliance experience strongly preferred.
• Experience supporting subcontractor/trade partner prequalification, vendor onboarding, or compliance programs.
• Familiarity with construction documentation (COIs, W-9s, licenses, safety metrics, bonding and financial a huge plus).
• Basic understanding of construction project delivery and trade scopes.
• Working understanding of financial statements, including the ability to review third-party or in-house financials and compare balance sheets and profit and loss statements across periods.
• Familiarity with the Arizona Registrar of Contractors, OSHA, and Arizona Corporation Commission websites.
• Exposure to insurance or certificates of insurance is a bonus, though we're happy to train the right person.
• Experience with Procore, SharePoint, BuildingConnected, or third-party prequalification platforms (e.g., TradeTapp, COMPASS, 3rd party prequal platforms).

Responsibilities

• Serve as a primary point of contact for trade partners completing initial prequalification or annual renewal.
• Send prequalification instructions, forms, and required documentation lists; answer routine process questions.
• Collect, organize, and review submissions for completeness (e.g., forms, certifications, insurance, safety documentation, financial references as applicable).
• Track status of each trade partner in the prequalification system/spreadsheet and follow up on missing or expired items.
• Maintain renewal schedules and proactively notify trade partners of upcoming expirations and renewal deadlines.
• Monitor time-sensitive documents (e.g., insurance certificates, EMR letters, OSHA logs, licenses, surety letters, and request updates as needed).
• Support periodic audits of trade partner files to ensure records are current and complete.
• Maintain accurate digital filing and naming conventions in Willmeng’s document management platform: SharePoint, Procore, BuildingConnected, TradeTapp.
• Ensure sensitive information is handled securely and in accordance with company policy.
• Coordinate with internal teams to resolve constraints that delay approval (missing documents, unclear scope, insurance limits, safety requirements, etc.).
• Provide professional, timely communication that reflects Willmeng’s standards and supports strong trade partner relationships.
• Help standardize templates, checklists, and email scripts to improve consistency and cycle time.
• Recommend workflow improvements.
• Provide general team support to the Trade Partner/Prequalification function (meeting notes, tracking logs, correspondence, etc.).

Benefits

• Employee Stock Ownership Plan
• Discretionary annual bonus
• 401k with employer match
• Employee medical, dental, and vision insurance 100% covered, with options to add dependents at 50% coverage by Willmeng
• Flexible Time Off Policy
• 9 paid company holidays
• 3 consecutive weeks of parental bonding leave, with an additional 3-5 weeks of disability leave for delivery recovery
• Spacious break rooms with healthy meals & snacks provided at no additional cost
• Team-building activities, including volunteer opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED