Pre-construction & Operations Coordinator

Pre-construction & Operations Coordinator

Full-time, office-based position at Waterfront

KC in Kansas City, MO. Salary range $40,000.00-$50,000.00.

Reports to:

President — Operations Lead.

Schedule:

Monday–Friday, with occasional after-hours needs.

Location:

Office-based with jobsite visits.

Role Summary

The Operations & Pre-Construction Coordinator plays a central role in the design-build process s position supports projects from the moment a client engages for services through the point the job transitions to active construction.

Responsibilities include permitting, coordinating vendor quotes, tracking selections, preparing estimating inputs, managing long-lead orders, organizing job start materials, and maintaining clear communication between the office, design team, project managers, and field operations.

Administrative Support to the President

Provide direct administrative support to the President by managing daily workflow, communication, and operational priorities. Support includes preparing documents and reports, organizing internal information for decision-making, scheduling meetings, coordinating follow-ups, drafting correspondence, gathering data for project or business planning, assisting with technology and systems updates, and serving as an extension of the President’s office.

Key Responsibilities

• Prepare and submit permit applications; maintain permit tracking log.
• Coordinate with municipalities, inspectors, and clients to meet permit requirements.
• Gather necessary documents such as site plans, surveys, plot plans, engineering packets, and contractor licenses.
• Track project readiness milestones and ensure all pre-construction requirements are met.

Selections & Design Coordination

• Maintain the selections worksheet and update changes, deadlines, and vendor contacts.
• Work closely with Ashley (Selections & Design) to organize selections documentation.
• Ensure selections are communicated to PMs, Superintendent, and vendors.
• Track selections deadlines and nudge clients as needed.
• Request vendor quotes for materials, windows, doors, cabinetry, and specialty items.
• Collect, compare, and organize quotes for estimating review.
• Track expirations and ensure all pricing remains current.
• Assist the President and PMs with pre-construction takeoffs and cost entry.

Ordering & Procurement

• Manage long-lead orders and track expected delivery dates.
• Coordinate orders for windows, doors, cabinetry, appliances, hardware, and specialty materials.
• Maintain an organized materials log accessible to PMs and Superintendent.
• Communicate delays or issues that may affect construction sequencing.

Project Handoff & Scheduling Support

• Prepare job start packages for each project including plans, selections, vendor lists, permit documents, and critical path items.
• Schedule kickoff meetings between Operations, PMs, Superintendent, and field team.
• Assist PMs in developing preliminary schedules.
• Update and maintain Asana tasks and templates for new project onboarding.

Communication & Documentation

• Serve as the central point of contact between office, design, vendors, and PMs during pre-construction.
• Maintain clear and organized digital and physical job folders.
• Update internal systems with selections, change orders, approvals, and documentation.
• Support PMs with communication to clients regarding administrative items.

Concierge Division Support (as needed)

• Assist in scheduling repairs and visits.
• Help coordinate materials or specialty orders.
• Maintain records for recurring services.

Required Skills & Experience

• Strong organizational and administrative skills.
• Experience in residential construction, design-build, or project coordination.
• Knowledge of permitting, inspections, or construction documentation.
• Ability to read construction plans at a basic level.
• Strong communication skills with clients, vendors, and internal teams.
• Proficiency with spreadsheets, emails, scheduling tools, and digital filing systems.

Preferred Skills

• Experience using Asana or similar project management tools.
• Familiarity with construction materials, selections, and vendor processes.
• Experience with Quick Books, job costing, or estimating support.
• Background in homebuilding, interior design, or remodeling.

KPIs / Performance Expectations

• On-time permit submissions and approvals.
• Accurate and timely tracking of selections.
• Long-lead item orders placed correctly and on time.
• Reduction in schedule delays or field disruptions due to missing materials.
• Organized and updated project documentation.
• Positive feedback from PMs, Superintendent, and President.

Compensation

Salary or hourly rate depending on candidate experience.

Physical Requirements

• Ability to manage office tasks (computer work, filing, organizing).
• Occasional lifting of materials samples or plans (