Preconstruction Coordinator

Job Title: Preconstruction Coordinator

Reports to: Vice President of Preconstruction

Department: Estimating / Preconstruction

Type: Full-Time

The Preconstruction Coordinator at MEJA Construction plays a key role in preparing and supporting the front‑end of construction projects from pursuit through handoff. This position focuses on coordinating preconstruction processes such as estimating support, proposal development, subcontractor communication, Procore integration, and community outreach. This individual will collaborate closely with the estimating team, project managers, design teams, and clients to help deliver well‑organized, strategic project proposals and plans.

Strong organization, communication, and attention to detail are critical to success in this role.

• Collaborate with estimators to assemble and manage bid documents, RFIs, and proposal packages.
• Coordinate bid invitations and subcontractor outreach, managing communication workflows through Procore and internal systems.
• Manage comprehensive bids and proposals, ensuring all aspects of the project are covered.
• Organize and participate in pre‑proposal meetings, supporting note‑taking, tracking action items, and following up on deliverables.
• Help prepare for interviews and shortlist presentations, coordinating visuals, team rehearsals, and project talking points.
• Collaborate with estimators to develop job schedules, logistics plans, and project approaches tailored to the RFP or client needs.

• Maintain all preconstruction data within Procore, including drawing logs, estimates, RFIs, and schedules.
• Maintain Procore preconstruction workflows to support team visibility and project tracking.
• Train internal team members and subcontractors on best practices for preconstruction document management in Procore.

• Support the prequalification process and maintain an updated subcontractor/vendor database.
• Distribute plans, specs, and bid packages, ensuring comprehensive scope coverage and timely responses.
• Facilitate bid review meetings and assist in scope leveling and recommendations.

• Represent MEJA Construction at preconstruction‑related community events, meetings, and planning sessions.
• Act as a liaison with community partners, local authorities, and clients to ensure alignment with project goals and expectations.
• Promote inclusive hiring practices and participation from local and diverse subcontractors.

• Maintain accurate records of estimates, bid submissions, assumptions, and design changes throughout the preconstruction phase.
• Prepare summary reports, project updates, and coordination logs for internal and external stakeholders.
• Ensure that all documentation meets internal standards and complies with applicable regulations.
• Assist with the development of preliminary construction schedules and timelines in collaboration with estimators and project managers.
• Help identify early project risks related to logistics, design, budget, or permitting and support risk mitigation planning.

• Continuously evaluate and refine preconstruction workflows, including document handling and subcontractor engagement processes.
• Support team members by providing guidance on estimating tools, document control, and best practices.
• Stay up to date with construction trends, market pricing, and procurement strategies.

• Bachelor’s degree in Construction Management, Civil Engineering, Architecture, or a related field (or equivalent experience).
• 3–5 years of experience in preconstruction, estimating, or construction coordination.
• Proficient in Procore, Bluebeam, Microsoft Office Suite (especially Excel), and estimating platforms (Sage, Pro Est, or similar).
• Strong organizational, communication, and collaboration skills.
• Detail‑oriented with the ability to manage multiple priorities and deadlines.
• Familiarity with bid leveling, contract documents, and subcontractor engagement strategies.

• Experience in community engagement or local hiring initiatives.
• Understanding of permitting processes, municipal coordination, and public‑private partnerships.
• Prior involvement in sustainability or LEED‑related projects.
• Ability to interpret and navigate construction drawings and specifications.