Pre-Construction Coordinator

Keltbray; Greater London; Hybrid; GBP 35,000 - 50,000; Full time

Job summary

Keltbray is seeking a Proactive Pre-Construction Coordinator to support planning and mobilisation for data centre and renewables projects. You will work with estimators, planners, design teams and project managers to coordinate pre-construction activities and ensure tender deadlines are met.

Role requires strong organisational and communication skills, proficiency in Office, SharePoint and CRM, plus experience in bid/proposal environments. A formal bid-management certification is desirable.

Qualifications

• Strong organisational and communication skills are essential.

Responsibilities

• Directly support the pre-construction team: assist Estimators and Bid Managers with PQQs, EOIs, RFIs and tender documentation.
• Liaise with internal and external stakeholders to ensure timely distribution of information.
• Coordinate pre-construction activities from bid stage through site mobilisation, including meetings and workshops.
• Create materials (CVs, case studies) for data centre/renewables division.
• Support Bid document management on SharePoint and maintain trackers and document control systems.
• Monitor procurement portals and communicate tender opportunities to Bid Manager and other teams.
• Assist with updating CRM for Estimating and Business Development.
• Coordinate project close out meetings and finalise close out forms.
• Provide general office admin support including filing, calls, emails and scheduling bid document deliveries.

Skills

Organisational skills

Communication skills

Attention to detail

Multi-tasking

Deadline orientation

Education

APMP or bid/proposal cert

Tools

Microsoft Office Suite

SharePoint

CRM systems

Adobe InDesign

Bid management tools

Job description

Summary

As a Pre-Construction Coordinator, you will play a pivotal role in supporting the successful planning and mobilisation of our data centres and renewables projects. Working closely with estimators, planners, design teams and project managers, you will ensure that all pre-construction activities are coordinated efficiently to meet tender and project deadlines.

Duties & Responsibilities

Directly support the pre-construction team:

• Support the Estimators and Bid Managers with the preparation and submission of PQQs, EOIs, RFIs and tender documentation, collating technical and commercial information.
• Liaise with internal teams (estimating, planning, design, SHEQ) and external stakeholders (clients, consultants, subcontractors) ensuring the correct individuals/teams receive updated communication and information promptly.
• Coordinate and manage pre-construction activities from bid stage through to site mobilisation. This may include arranging meetings, workshops and associated documentation for each stage of the bidding process.
• Coordinate and create materials including CVs and case studies for the data centre / renewables division

Document Controller:

• Bid document management on SharePoint. Receive, save and distribute information to the appropriate individuals.
• Maintain and update pre-construction trackers, schedules and document control systems.

Business Development:

• Monitor procurement portals and tender opportunities, communicating potential opportunities with the Bid Manager.
• Communicate relevant opportunities with other parts of the business.

CRM:

• Assisting with the update of CRM (Estimating and Business Development platform) when required.

Project Tracking and Close Out:

• Coordinate project close out meetings with the site management team and other key individuals.
• Facilitate and finalise project close out forms for each project.

General Office Administrative Assistance:

• Oversee filing & record keeping.
• Answer calls & emails.
• Schedule delivery of bid documents.

Secondary Tasks and Duties

• Maintain a good knowledge of the Pre-Construction department procedures and processes.
• Interact with colleagues and clients, maintaining a polite and helpful approach.
• Maintain confidentiality in all aspects of company and customer information.
• In all actions, be a positive and helpful ambassador for the Pre-Construction Department and company, giving others confidence in Keltbray.

Requirements

Essential:

• Strong organisational and communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
• Ability to manage multiple tasks and deadlines effectively.

Desirable:

• Experience in a similar role within the civil engineering or construction sector.
• Familiarity with bid management tools and document control systems.
• APMP or similar bid/proposal management certification.
• Knowledge of Adobe InDesign would be advantageous.
• Experience using SharePoint and CRM systems.

Skills and Abilities

• Proactive and self-motivated.
• Attention to detail. This role and the nature of material produced in this department demands a high standard of documentation produced. Quality and accuracy is key.
• Ability to follow oral and written instructions.
• Good communication skills, written and verbal.
• Punctuality.
• Working well under pressure and to deadlines.
• Ability to multi-task.

Progression:

• Bid production using InDesign.
• Organic growth into role.
• Potential to move into bid management.