Preconstruction Coordinator

Wharton Smith Inc • Sanford, FL

18h • Onsite

About The Position

Wharton-Smith, Inc. is currently seeking a Preconstruction Coordinator to support our Preconstruction and Collaborative Delivery teams at our headquarters in Sanford, FL. This role reports to the Administrative Manager and serves as a key role responsible for coordinating bid-phase communications, managing subcontractor engagement, and supporting the flow of information throughout the preconstruction process. The Preconstruction Coordinator plays a critical role in maintaining organization, managing multiple deadlines, and ensuring timely, accurate communication between subcontractors and internal teams.

Requirements

• 0-3 years of experience in an administrative, coordination, or support role (construction industry experience preferred).
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Ability to work both independently and collaboratively across teams.
• Professional demeanor and strong interpersonal communication skills.
• Ability to handle sensitive and confidential information appropriately.
• Proactive approach to problem-solving and task management.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with an emphasis on organization and data tracking.
• Experience working within structured file management systems and maintaining consistent document control practices.
• Ability to learn and effectively use bid management and database platforms to support preconstruction activities.
• Strong aptitude for managing digital workflows, tracking information, and maintaining accurate records across multiple systems.
• Understanding of and ability to follow established processes, procedures, and documentation standards.

Responsibilities

• Coordinate and manage the flow of subcontractor bids, RFIs, and project-related correspondence, ensuring timely distribution and response in alignment with bid deadlines.
• Process and maintain all bid-related information, including organizing submissions, standardizing files, tracking bidder outreach and participation, and supporting bid tabulation and reporting.
• Conduct proactive subcontractor outreach, including phone and email communication, to solicit bid participation and confirm intent to bid.
• Review bid submissions for completeness and follow up with subcontractors to obtain required forms, revisions, and clarifications prior to deadlines.
• Maintain and update bid management systems and subcontractor directories to ensure accurate, current, and accessible information.
• Support coordination of bid-phase activities, including project setup, document distribution, and other preconstruction efforts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees