Preconstruction Coordinator

Pepper Construction • Indianapolis, IN

3d

About The Position

POSITION SUMMARY: The Preconstruction Coordinator provides critical administrative and coordination support to the Preconstruction team. This role supports bidding, estimating, and preconstruction activities by managing documents, coordinating bid logistics, assisting with permits and compliance, and collaborating with internal teams and external partners. The Preconstruction Coordinator plays a key role in ensuring preconstruction efforts are accurate, organized, timely, and compliant. POSITION RESPONSIBILITIES: Preconstruction & Bidding Support Support preconstruction and estimating teams with document management and bid coordination. Organize and maintain drawings, specifications, addenda, proposals, and related bid documents. Prepare and distribute Invitations to Bid and budget invitations using BuildingConnected. Coordinate RFP/RFQ and proposal deliverables with internal teams. Assemble and support submission of public and private bid proposals. Coordinate bid‑day logistics and proposal delivery. Systems, Documentation & Compliance Create and maintain project cost codes in CMiC. Maintain preconstruction templates, forms, bid manuals, and compliance documents. Assist with reporting, data requests, and industry reference materials. Support annual updates to insurance, financial, and regulatory documentation. Trade Partner & Diversity Support Maintain trade partner and supplier bid lists. Assist trade partners and vendors with prequalification processes. Support diversity initiatives by maintaining current supplier diversity listings. Permitting & Licensing File and track commercial permits for assigned projects. Maintain current permitting forms, fees, and processes. Coordinate permit payments and documentation. Support contractor license and certificate of insurance renewals. General Administrative & Team Support Coordinate preconstruction meetings, calendars, and schedules. Order drawings and specifications as needed. Assist with onboarding and training of new preconstruction team members. Provide professional customer service to team members, trade partners, vendors, and clients. Support travel, conferences, expense processing, and other administrative needs.

Requirements

• 3+ years of administrative, coordination, or project support experience; construction industry experience preferred.
• Familiarity with preconstruction, bidding, or estimating processes.
• Experience with construction management platforms such as CMiC, Autodesk Construction Cloud, or BuildingConnected preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Strong written and verbal communication skills.

Responsibilities

• Support preconstruction and estimating teams with document management and bid coordination.
• Organize and maintain drawings, specifications, addenda, proposals, and related bid documents.
• Prepare and distribute Invitations to Bid and budget invitations using BuildingConnected.
• Coordinate RFP/RFQ and proposal deliverables with internal teams.
• Assemble and support submission of public and private bid proposals.
• Coordinate bid‑day logistics and proposal delivery.
• Create and maintain project cost codes in CMiC.
• Maintain preconstruction templates, forms, bid manuals, and compliance documents.
• Assist with reporting, data requests, and industry reference materials.
• Support annual updates to insurance, financial, and regulatory documentation.
• Maintain trade partner and supplier bid lists.
• Assist trade partners and vendors with prequalification processes.
• Support diversity initiatives by maintaining current supplier diversity listings.
• File and track commercial permits for assigned projects.
• Maintain current permitting forms, fees, and processes.
• Coordinate permit payments and documentation.
• Support contractor license and certificate of insurance renewals.
• Coordinate preconstruction meetings, calendars, and schedules.
• Order drawings and specifications as needed.
• Assist with onboarding and training of new preconstruction team members.
• Provide professional customer service to team members, trade partners, vendors, and clients.
• Support travel, conferences, expense processing, and other administrative needs.

Benefits

• Medical, dental and vision benefits
• 401(k) match
• Vacation time, PTO, holidays, floating holidays and more!
• Industry and networking opportunities
• A supportive team environment that celebrates successEngaging and fun company-wide events
• Volunteer opportunities
• Meaningful work bringing a positive impact to communities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees