Specialist, Preliminary Notice

ACCO Engineered Systems•Pasadena, CA

1d•Onsite

About The Position

The Preliminary Notice Specialist is responsible for the coordination, administration, and supervision of preliminary notices. This role acts as a safety net and support resource when the outside vendor encounters issues and serves as a dedicated resource for internal and external partners, including subcontractors and suppliers—by providing essential prelim information data and supporting mechanics lien research. While the outside vendor prepares and serves notices, the specialist assists by responding to platform alerts, providing prelim information, and ensuring exceptions are caught and resolved. The role exists to support the preservation of the company's mechanics lien, stop payment notice, and bond claim rights across California and every other state where the company works, ensuring errors do not cost the company its right to get paid.

Requirements

Comprehensive knowledge of preliminary notice rules and mechanic's lien frameworks across multiple states (including California Civil Code §§ 8000 et seq.), understanding how they preserve lien/bond claim rights.
Strong data-verification and audit skills, with a high degree of organization and the ability to maintain 98% accuracy in all work products.
Familiarity with county property records, preliminary service portals, and utilizing the internet/AI to research property information.
Ability to effectively identify and verify property owners, general contractors, and construction lenders.
Capability to recognize bonded/public jobs and confidently confirm payment/performance bond and surety details.
Excellent written, verbal, and interpersonal communication skills, including the ability to negotiate and resolve conflicts.
Extensive proficiency in Microsoft Word (document creation) and Excel (graphs, reports, forms, formulas, and functions).
Operating knowledge of AI tools (such as Gemini prompts and Gems) for research and Excel programming (e.g., writing macros).
Minimum 2+ years of experience in construction credit, lien/notice administration, contracts, or collections.
Extensive computer knowledge, including experience with internet research, Excel, Word, and AI tools.

Nice To Haves

College Degree preferred.
Previous paralegal experience or exposure to construction law.

Responsibilities

Gather and verify essential project data, including the owner/reputed owner, general contractor, direct contracting party, construction lender, and APN/parcel details, prior to vendor submission.
Independently cross-check ownership, lender, and parcel data against county assessor/recorder records, title reports, and contract documents.
Review the vendor's preliminary notice output to ensure accuracy regarding parties, amounts, project descriptions, and required statutory content.
Support the tracking of the "first furnished" dates, monitor at-risk deadlines, and confirm the vendor serves each notice within the applicable statutory window.
Maintain a comprehensive and searchable tracking log, collect and file proofs of service, and log contracts or change orders as necessary.
Serve as the primary liaison with the preliminary notice vendor, responding to platform alerts, flagging discrepancies, and escalating issues to management or legal.
Provide dedicated support to the collections team during lien filings by researching properties, responding to counsel questions, and providing bonds around liens.
Respond to internal inquiries and subcontractor requests for preliminary notice information, distributing details to other departments as needed.