Preconstruction Coordinator

Marick Mechanical•Omaha, NE

About The Position

The Preconstruction Coordinator oversees the administrative workflow connecting submitted bids, awarded projects, and project execution across Marick Mechanical. The position manages general contractor 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. The role is accountable for coordinating and completing the administrative workflow, including tracking work performed by authorized third parties. The 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. The coordinator does not independently modify approved budgets or phases, set bid margins, negotiate pricing, assign estimators, or make technical construction decisions. The position involves frequent computer-based work and communication across multiple teams and branches, along with managing competing deadlines. Occasional travel to Marick offices or project locations may be required based on business needs. Work location and regular schedule will be confirmed by Human Resources. Responsibilities may be modified based on business needs, and employment classification, location, schedule, and compensation are subject to final Human Resources approval.

Requirements

Experience in construction administration, project coordination, dispatching, inside sales, customer support, or another detail-intensive operational coordination role.
Strong organizational skills, prioritization, accountability, and accuracy, with the ability to drive unresolved actions to completion.
Professional and 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.

Nice To Haves

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.

Responsibilities

Follow up directly with general contractors on submitted proposals, tracking each opportunity through award, loss, cancellation, or another documented outcome.
Initiate bid follow-up approximately seven calendar days after submission and continue at roughly seven-day intervals, adjusting as appropriate to GC direction, project conditions, or expected award timing.
Maintain the departmental bid tracker with 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, and other matters requiring commercial or technical decisions.
Identify potential future opportunities through GC conversations and support directed customer outreach or market-development initiatives.
Create awarded projects administratively in BuildOps, entering 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 and subcontractor information, labor and material allowances, schedule assumptions, and required project documentation.
Verify entries against approved source documents and refer missing, conflicting, or unapproved information to the responsible estimator, accountant, or manager.
Track outstanding setup requirements, communicate status, and promptly escalate significant inconsistencies or delays.
Identify permitting, contractor registration, licensing, bonding, and related administrative requirements for awarded work across applicable jurisdictions.
Coordinate required filings and approvals with authorized license holders, branch leadership, project teams, and designated applicants.
Track requirements through verified completion, including items open after turnover, and flag approvals required before work may begin.
Communicate deadlines, barriers, ownership, and approval status to relevant project stakeholders.
Compile and verify project turnover packages containing contracts, proposals, scope and exclusions, approved budgets and labor hours, project phases, subcontractor and 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 turnover 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.
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.
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.