Construction Coordinator

Job Summary

The Pre-Construction Coordinator serves as the operational backbone of McFarland’s pre-construction effort for our data center program in Oklahoma. This role supports all activities related to soliciting, pricing, and proposing pre-construction phase services — and is the primary point of contact for trade partners in the Oklahoma market.

We are looking for a highly organized, people-oriented professional with strong administrative experience. Construction background is a plus, but not required — what matters most is your ability to manage competing priorities with precision, communicate with confidence, and build genuine relationships. You will be embedded in Oklahoma, helping McFarland establish its presence in a new market by becoming a trusted name among local and regional trade partners.

• Issue and manage Invitations to Bid (ITBs) for all trade packages associated with the data center program
• Track all bid milestone dates including bid deadlines, RFI cut-offs, pre-bid site walks, and addenda issuances on the estimating calendar
• Communicate with trade partners via phone (primary) and email to confirm intent to bid, track bid receipt, and flag low-participation risks to the estimating lead
• Manage Smart Bid platform for trade partner tracking: no-bid vs. intent-to-bid vs. bids received
• Distribute RFI responses, project notes, site walk documentation, addenda, and all other bid correspondence to trade partners
• Download, organize, and catalog trade partner bids in Share File project folders
• Assist in identifying and sourcing trade partner contacts for out-of-market work in the Oklahoma and broader Midwest region

• Set up and maintain all project files in Share File from pursuit through award
• Manage estimating inbox — answer trade partner questions directly or route to the appropriate estimating lead
• Manage and update the estimating log in preparation for weekly Pre-Construction team meetings
• Print drawings and RFP documents as requested for team review
• Provide per diem cost studies (flights, hotels, mileage, rental car) for team travel related to the Oklahoma program

• Pre-populate bid documents and coordinate all required internal signatures, notarizations, and attachments
• Prepare and submit final bid packages to public entities on behalf of the team

• Prepare all documentation and coordinate meetings for turnover to Operations upon project award
• Pre-populate and print Construction Turnover Meeting (CTM) agendas
• Follow up with Operations to confirm bid packages are released to awarded trade partners and close out the bidding process accordingly

• Request, receive, review for completeness, and catalog trade partner pre-qualification statements
• Maintain and update the trade partner database with current contact information for bid solicitation

• Serve as McFarland’s primary point of contact for trade partners in the Oklahoma market — build trust, maintain relationships, and be a consistent presence they can count on
• Proactively identify, source, and onboard local and regional trade partners across all required scopes for the data center program
• Attend industry networking events, trade associations, and community functions to grow McFarland’s trade partner network in Oklahoma
• Maintain and update the trade partner database with current contact information, bid history, and prequalification status
• Develop a working knowledge of the Oklahoma subcontractor market to advise the estimating team on trade partner availability, capacity, and reliability

• Take and distribute minutes during pre-construction meetings, pre-bid site walks, and Owner coordination meetings
• Attend pre-bid site walks to document field conditions, take photographs, and record in-field measurements

• Associate’s Degree or higher from an accredited college or business school preferred
• 3–5 years of administrative, coordination, or operations experience required; commercial construction experience a plus but not required
• Advanced proficiency in Microsoft Office Suite and database management required
• Natural relationship-builder with strong interpersonal skills and a desire to be embedded in and grow within the Oklahoma market
• Exceptional verbal and written communication skills
• Highly organized with strong attention to detail and a proactive, problem-solving mindset
• Ability to manage multiple priorities independently in a fast-paced, on-site project environment
• Experience with Smart Bid (equivalent bidding platform experience), Share File, Bluebeam, or Adobe Acrobat a plus
• Passion for being a key support resource that the Preconstruction team depends on to win work