Preconstruction Coordinator | Westmont, IL

About the Role

The Preconstruction Coordinator supports the preconstruction and business development teams by managing pursuit intake, proposal logistics, document control, pursuit calendars, Hub Spot updates, and reporting. This role ensures RFP/RFQ opportunities are organized, deadlines are controlled, stakeholders are aligned, and pursuit records are accurate from initial receipt through submission, interview, award, and closeout.

The Preconstruction Coordinator reports to the Director of Preconstruction.

Pursuit Intake & Document Control

• Monitor RFPs, RFQs, and leads; log opportunities in Hub Spot/pursuit trackers and identify key dates, values, markets, and risks.
• Set up pursuit folders; download and organize RFP documents, drawings, specs, addenda, clarifications, and current versions.
• Prepare Go/No-Go support information and archive superseded documents, final proposals, and interview materials.

Calendar & Team Coordination

• Maintain a live Pursuit Calendar for questions, addenda, pre-bids, submissions, interviews, and shortlist notices.
• Send reminders and confirm pursuit leads, assignments, expectations, resource conflicts, and critical open items across IL and IN teams.
• Route RFIs and pre-bid questions; prepare agendas, notes, action items, owners, due dates, and follow-up items.

Proposal, Interview & Capture Support

• Populate proposal templates with project data, resumes, profiles, dates, client information, and approved standard content.
• Collect input for approach, schedule, logistics, safety, quality assurance/quality control, Lean process, and preconstruction strategy sections.
• Track proposal progress, support final quality/brand review, maintain content libraries, and log capture-plan next steps.

Data, Reporting & Process Improvement

• Update Hub Spot and pursuit trackers with statuses, contacts, values, fees, assumptions, submissions, shortlists, wins/losses, and pass decisions.
• Prepare weekly pursuit reports and monthly dashboards for pipeline, Go/No-Go counts, shortlist rate, win rate, and value of wins.
• Support data hygiene, quarterly reviews, capacity look-aheads, template refreshes, data checks, and Illinois/Indiana alignment.

Qualifications

• High school diploma required; associate or bachelor’s degree business, communications, or a related field preferred.
• 2+ years of construction administration, preconstruction, estimating/proposal support, business development support, or related experience preferred.
• Working knowledge of RFP/RFQ processes, document control, proposal production, calendars, and deadlines.
• Proficiency with Office, Outlook, Teams, Excel, PDF tools;
  Hub Spot/CRM, Bluebeam, or Procore experience helpful.

Preferred Characteristics

• Holds true to Berglund Construction’s core values:
  Operation Excellence, Can Do Attitude, Client Focus, Respect for the Individual
• Highly organized, detail-oriented, and able to manage multiple active pursuits and deadlines.
• Strong communication, follow-through, and action-item accountability.
• Proactive team coordinator across Business Development, Preconstruction, Estimating, Operations, Marketing, and offices.
• Strong version control, data accuracy, quality control, Lean, and standard work mindset.
• Office-based with occasional travel to offices, client meetings, pre-bids/interviews, or project sites.
• Fast-paced, deadline-driven environment with multiple pursuits and stakeholders.
• Occasional extended hours for proposal deadlines and interviews.

$100,000 - $115,000 USD

Berglund Construction offers a comprehensive selection of benefits and rewards to help our employees thrive professionally and personally. We provide competitive compensation and a wide range of benefits that support both employees and their families, helping them prepare for the future. Eligible employees are offered 401(k) with company match, comprehensive medical, dental and vision benefits, including wellbeing programs; disability and life insurance benefits;

paid time off, peer recognition program; and more.

Berglund Construction provides equal employment opportunities for all employees and applicants…