Preconstruction Coordinator

Ryan Fireprotection • Minneapolis, MN

1d

About The Position

The Preconstruction Coordinator supports the Alarm/Tenant Improvement (TI)/Account Manager sales teams throughout the bid lifecycle. This role coordinates incoming bid opportunities, manages documentation, and supports preconstruction planning, keeping the process moving from the initial bid invitation through the final decision. The coordinator helps the sales teams focus on scope development and pricing strategies by ensuring accurate records, organized bid files, timely follow-up, and efficient workflows.

The position also provides high-level administrative support to the Alarm/TI/Account Manager sales teams and backup support to the Preconstruction team. The coordinator serves as the point of contact for the Estimating Bids – New Construction phone line and completes additional assignments as requested. The role requires managing a high volume of projects while supporting collaboration, accountability, and continuous improvement.

Requirements

• Demonstrated initiative and ability to work independently with minimal supervision and a solution-oriented mindset.
• Proficiency in Microsoft Office Suite and general document/file management systems.
• Strong customer service skills, including responding promptly to customer needs, soliciting feedback to improve service, and maintaining confidentiality.
• Strong written and verbal communication skills and ability to collaborate effectively.
• Excellent organizational and time-management skills.
• Ability to manage and prioritize multiple tasks simultaneously and quickly while maintaining attention to detail.
• Ability to adapt to changes in the work environment, manage competing demands, and handle frequent interruptions.
• Consistent attendance and punctuality; ability to follow instructions, respond to management direction, and seek feedback to improve performance.
• Valid driver’s license that must be maintained.
• Ability to drive to job sites or work locations; a motor vehicle record (MVR) check will be conducted as part of the hiring process.

Responsibilities

• Collect and analyze incoming bid information to determine project type and scope.
• Present bid opportunities to the Alarm/TI/Account Manager sales teams for evaluation and strategic review.
• Log and update bid invitations in the company’s calendar and systems.
• Identify and research new bid opportunities as directed.
• Download, order, and print bid documents, including specifications, plans, and addenda.
• Maintain organized bid files and ensure documentation is complete and accessible.
• Respond to bid invitations and follow up as needed to confirm participation or decline.
• Coordinate with estimators on document needs, deadlines, and follow-ups.
• Use internal systems to track bids, ensure timely follow-up and clean reporting, maintain the company bid calendar, update bid information, and initiate the pending list.
• Provide high-level administrative support to the Alarm/TI/Account Manager sales teams and backup support to the Preconstruction team.
• Serve as the point of contact for the Estimating Bids – New Construction phone line and respond to inquiries promptly and professionally.
• Complete special assignments and tasks as requested.
• Manage a high volume of small-to-large projects in an organized manner.
• Support collaboration, accountability, and continuous improvement across the preconstruction process.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed