Preconstruction Specialist, Submittals

ICON Builders is a nationally recognized general contractor specializing in occupied affordable housing renovations. For more than 30 years, we have partnered with owners, developers, and housing authorities to renovate multifamily communities while residents remain in their homes. With more than 25,000 apartment homes successfully renovated across the United States, our commitment to safety, quality, integrity, and collaboration has earned us a reputation for excellence throughout the industry.

The following information provides an overview of the skills, qualities, and qualifications needed for this role.

Own the submittal register and the submittal cycle from spec book to approved package across the active portfolio. This role is accountable for the fact that the right product, approved on time, is sitting on the jobsite before the crew needs it. The specialist does not choose products on a subcontractor’s behalf. The specialist makes sure the subcontractor’s choice is complete, compliant, documented and moving.

• Build the master submittal register at project startup by mining the specification book, drawings, general conditions and funding documents for every required submittal.
• Back schedule each submittal from its need on site date through lead time, approval duration and contractor review, and identify the critical path items at buyout.
• Maintain the register as a living document as scope, ASIs and change orders land.

• Collect product backup from subcontractors and confirm in writing what material is actually, being submitted.
• Prepare the cover sheet and transmittal, build the compliance matrix against the spec paragraphs, and declare any deviations explicitly rather than burying them.
• Check every package for completeness and internal consistency before it leaves ICON, then confirm the assembled package with the subcontractor prior to transmittal.

• Track ball in court, aging and overdue reviews, and drive reviewer follow up on a set weekly cadence.
• Track resubmittal cycle counts and diagnoses the root cause when a submittal comes back twice.
• Produce the weekly submittal status report and the owner, architect and contractor meeting report.
• Document review delays contemporaneously so they support a time extension or claim if one becomes necessary.

• Complete register issued within 15 business days of notice to proceed.
• Contractor review turned in 5 business days or less.
• First pass approval rate improving quarter over quarter, with resubmittals under two cycles on average.
• Zero long lead items released to procurement without an approved or approved as noted submittal.
• No schedule delay attributable to a submittal ICON failed to originate on time.

• Ability to read a spec book and a drawing set and tell the difference between what is required and what is merely mentioned.
• Familiarity with common multifamily renovation long lead categories: windows, HVAC equipment, cabinets, flooring, roofing and elevators.

• 2 or more years in construction preconstruction, project engineering, or project administration. Multifamily renovation preferred.
• Strong written communication. These roles live in email and in formal transmittals.
• Comfort holding subcontractors and design team members to a due date without escalating every conversation.
• Proficiency in Procore or comparable PM software, Bluebeam, Excel and Microsoft Office.
• Willingness to travel occasionally for project startup or turnover.

ICON Builders offers a competitive benefits package that may include:

• Medical, Dental, and Vision Insurance
• FSA and HSA
• 401(k) with Company Match
• Paid…