Pre-Construction Coordinator

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Company Summary: Shapiro & Duncan is the Provider of Choice for advanced mechanical solutions! From humble beginnings, our third-generation family-owned business has been serving customers in DC, Maryland, and Virginia since 1976. We are known for our award-winning company culture and complex commercial, government, and institutional design-build projects that require first-rate performance work quality, and customer service. We specialize in full-service mechanical solutions which include engineering, coordination, prefabrication assembly, construction, service, and maintenance.

REPORTS TO: Director of Estimating

SUMMARY: This support role provides assistance to both Estimating and Pre-Construction departments, as well as executive/owner administrative support. The Pre-Construction Coordinator ensures the proper tracking and delivery of documents, participation of vendors and subcontractors, project updates, and contract documents once job has been award. In addition, the Coordinator will maintain spreadsheets and reports, providing basis data analysis to executives/owners. This is a unique opportunity to gain exposure to pre-construction processes, as well as improving understanding of project/client requirements and roles of subcontractors, vendors and joint ventures.

REQUIREMENTS

• Able to work first-shift hours, Monday-Friday with occasional afternoons and evenings as needed. Hours may involve start times as early as 7:00 a.m.
• Possess strong interpersonal skills, including ability to resolve conflict professionally independently and/or with the assistance of management.
• Interface effectively, ethically and professionally with all levels of individuals: internal and external executives/owners, professionals, staff, line employees, subcontractors, vendors, engineers, etc.
• Able to work under general supervision on projects requiring strong attention to detail, accuracy while balancing multiple tasks priorities and tight deadlines..
• Able to work effectively both individually and on teams.
• Communicate effectively in English (aural, verbal, and written).
• High School Diploma or GED (experience may be substituted for education).
• Possess strong MS Office skills (Outlook, Excel, and Word).
• Able to sit, stand, bend, walk, and remain in static positions for duration of shift.
• Able to lift five to twenty
  -five pounds (5-25lbs), with or without assistance, on occasion.
• Possess current, valid driver’s license (not under suspension or limitation).
• Have access to transportation to drive to various events and other off-site location.
• Able to protect and maintain confidential information (confidentiality agreement required).
• Possess strong desire, willingness and ability to learn new tasks.

JOB DESCRIPTION

Bid Preparation

• Maintains job information through the bidding and award process (enters information in Bid Tracer, creates and maintains bid and job numbers, folders, etc.)
• Maintains updated company bid list, addenda, active job list, project files, Estimating OCE folder, and distributes as appropriate to vendors, clients, subcontractors, and prospective clients and business partners.
• Request, order, print/scan plans and specifications for projects of interest.
• Respond to all Estimating & Pre-Construction inquiries and bid invitations, including communication with General Contractors, Subcontractors and Vendors.
• Assist in the assembly, completion, and delivery of all technical proposals, prequalification statements, bids, budgets, D/B proposals, and all applicable forms/folders/binders.
• Track estimated projects and provides a quarterly report on bid activity and project awards.
• Orders bid bonds.
• Delivers and ensures on-time recording of bid receipt.

New Job Set-Up

• Captures new job data and creates information spreadsheets.
• Tracks contract document distribution and reviews.
• Organizes and verifies project folders are complete prior to turning-over to Construction.
• Organizes information, and provides basic analysis of some data.

Office and Executive Support

• Perform miscellaneous administrative duties as requested by President, Director of Estimating, Director…