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. This position owns general contractor (GC) 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 mission is to ensure every submitted proposal is actively tracked, every awarded job is accurately set up, and every project team receives an organized, actionable turnover that supports timely execution.

Requirements

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

Communicate directly with general contractors after proposals are submitted, following each opportunity through award, loss, cancellation, or another documented outcome.
Maintain the departmental bid tracker, including 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, or other matters requiring commercial or technical decisions.
Identify potential future opportunities through GC conversations and support directed customer outreach or market-development initiatives.
Own administrative creation of awarded projects in BuildOps, including entry of 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.
Collect contracts and proposals, approved estimates and budgets, vendor/subcontractor information, labor and material allowances, schedule assumptions, and required project documentation.
Identify permitting, contractor registration, licensing, bonding, and related administrative requirements for awarded work across applicable jurisdictions.
Coordinate with authorized license holders, branch leadership, project teams, and designated applicants for required filings and approvals.
Compile and verify turnover packages containing contracts, proposals, scope and exclusions, approved budgets and labor hours, project phases, subcontractor/vendor quotes, procurement needs, schedules, known risks, and open action items.
Schedule turnover meetings with estimators, project managers, superintendents, and other required stakeholders.
Develop and maintain standard operating procedures, checklists, and templates for bid follow-up, BuildOps setup, permitting, licensing, and project turnovers.