Pre-Qualification Coordinator New Phoenix

Willmeng Construction, Inc.; Phoenix (AZ); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Employee Stock Ownership Plan

Discretionary annual bonus

401k with employer match

Health insurance

Flexible Time Off Policy

Paid holidays

Job summary

Willmeng Construction, Inc. is seeking a detail-driven Pre-Qualification Coordinator to support trade partner onboarding and renewal, manage documentation, and ensure compliance.

The role focuses on organizing submissions, tracking expirations, and maintaining secure records. Office-based with occasional site visits, you will interact with estimating and project operations teams to streamline processes and improve cycle times.

Qualifications

• High school diploma or GED required; Associate degree or equivalent experience preferred.
• 2+ years of administrative experience; construction, subcontractor management, or vendor compliance experience strongly preferred.
• Strong organizational skills and attention to detail; ability to manage multiple active files and deadlines.
• Proficiency with Microsoft Office (Excel, Outlook, Word); comfort learning new software platforms.
• Strong written and verbal communication skills; professional customer-service approach.
• Ability to handle confidential information with discretion.
• Experience supporting subcontractor/trade partner prequalification, vendor onboarding, or compliance programs.
• Familiarity with construction documentation (COIs, W-9s, licenses, safety metrics, bonding) a plus.

Responsibilities

• Serve as a primary point of contact for trade partners completing initial prequalification or annual renewal.
• Send prequalification instructions, forms, and required documentation lists; answer routine process questions.
• Collect, organize, and review submissions for completeness (forms, certifications, insurance, safety documentation, financial references).
• Track status of each trade partner in the prequalification system/spreadsheet and follow up on missing or expired items.
• Maintain renewal schedules and proactively notify trade partners of upcoming expirations and renewal deadlines.
• Monitor time-sensitive documents (insurance certificates, EMR letters, OSHA logs, licenses, surety letters).
• Support periodic audits of trade partner files to ensure records are current and complete.
• Maintain accurate digital filing and naming conventions in document management platforms (SharePoint, Procore, BuildingConnected, TradeTapp).
• Coordinate with internal teams to resolve constraints delaying approval.
• Provide professional, timely communication reflecting Willmeng’s standards.
• Help standardize templates, checklists, and email scripts to improve consistency and cycle time.
• Recommend workflow improvements.
• Provide general team support to Trade Partner/Prequalification function.

Skills

Detail-oriented

Communication skills

Organizational skills

Multitasking

Documentation management

Cross-department collaboration

Education

High school diploma or GED

Associate degree or equivalent experience preferred

Tools

Microsoft Office Suite

SharePoint

Procore

BuildingConnected

TradeTapp

COMPASS

Job description

Willmeng’s reputation as one of Arizona’s most reliable and quality general contracting firms is a direct result of our team and our commitment to hiring only the best.

Arizona-based Willmeng Construction is a 100-percent employee-owned general contractor that has been dedicated to helping our people build their “Genuine Place of Purpose” since 1977. We prioritize our exceptional company culture, which has us ranked in the Top 5 of the Phoenix Business Journal’s Best Places to Work for more than a decade and made us the only Arizona construction firm on the Inc. Best Workplaces list for three consecutive years. We have earned multiple appearances on AZ Big Media’s Most Admired Companies list, and ranked No. 1 for Healthiest Employers for two consecutive years.

Our people and our culture have also created an atmosphere that encourages going above and beyond for our clients and our community. Our team’s dedication to its craft has earned us NAIOP (CREDA) Arizona General Contractor of the Year six times, while at the same time donating more than $1 million annually to community organizations.

Our strategic vision focuses on supporting prelease transactions, competitively bidding projects of all sizes, and fostering our altruistic service culture by recruiting highly talented individuals of great character who want to make a genuine impact on our communities.

The Role

The Pre-Qualification Coordinator supports Willmeng’s trade partner onboarding and renewal process by coordinating document intake, tracking compliance requirements, maintaining accurate records, and communicating with trade partners and internal Estimating and Project Operations teams. This role helps ensure trade partners meet Willmeng’s prequalification standards and project requirements, enabling efficient contracting, mobilization, and ongoing compliance.
This role requires detail-oriented document control, disciplined follow-up and deadline management, professional communication, and cross-departmental coordination, all approached with process discipline and a continuous improvement mindset. The work is primarily office-based with prolonged computer use, occasional lifting of office materials up to 25 lbs., and occasional jobsite visits for orientation or coordination. Success means prequalification and renewal files that are complete, accurate, and easy to audit; shorter submission-to-approval cycle times through proactive follow-up; few or no mobilization delays from missing or expired documents; and positive feedback from trade partners and internal stakeholders on responsiveness and clarity.

What you will accomplish

Prequalification Intake & Processing

• Serve as a primary point of contact for trade partners completing initial prequalification or annual renewal.
• Send prequalification instructions, forms, and required documentation lists; answer routine process questions.
• Collect, organize, and review submissions for completeness (e.g., forms, certifications, insurance, safety documentation, financial references as applicable).
• Track status of each trade partner in the prequalification system/spreadsheet and follow up on missing or expired items.
  

Renewals & Ongoing Compliance Tracking

• Maintain renewal schedules and proactively notify trade partners of upcoming expirations and renewal deadlines.
• Monitor time-sensitive documents (e.g., insurance certificates, EMR letters, OSHA logs, licenses, surety letters, and request updates as needed).
• Support periodic audits of trade partner files to ensure records are current and complete.
  

Document Control & Data Management

• Maintain accurate digital filing and naming conventions in Willmeng’s document management platform: SharePoint, Procore, BuildingConnected, TradeTapp.
• Ensure sensitive information is handled securely and in accordance with company policy.
  

Communication & Coordination

• Coordinate with internal teams to resolve constraints that delay approval (missing documents, unclear scope, insurance limits, safety requirements, etc.).
• Provide professional, timely communication that reflects Willmeng’s standards and supports strong trade partner relationships.
  

Process Improvement & Team Support

• Help standardize templates, checklists, and email scripts to improve consistency and cycle time.
• Recommend workflow improvements.
• Provide general team support to the Trade Partner/Prequalification function (meeting notes, tracking logs, correspondence, etc.).
  

What we would like you to have

• High school diploma or GED required; Associate degree or equivalent experience preferred.
• 2+ years of administrative experience; construction, subcontractor management, or vendor compliance experience strongly preferred.
• Strong organizational skills and attention to detail; ability to manage multiple active files and deadlines.
• Proficiency with Microsoft Office (Excel, Outlook, Word); comfort learning new software platforms.
• Strong written and verbal communication skills; professional customer-service approach.
• Ability to handle confidential information with discretion.
• Experience supporting subcontractor/trade partner prequalification, vendor onboarding, or compliance programs.
• Familiarity with construction documentation (COIs, W-9s, licenses, safety metrics, bonding and financial a huge plus).
• Basic understanding of construction project delivery and trade scopes.

Additional Experience Preferred (not required)

• Working understanding of financial statements, including the ability to review third-party or in-house financials and compare balance sheets and profit and loss statements across periods.
• Familiarity with the Arizona Registrar of Contractors, OSHA, and Arizona Corporation Commission websites.
• Exposure to insurance or certificates of insurance is a bonus, though we're happy to train the right person.
• Experience with Procore, SharePoint, BuildingConnected, or third-party prequalification platforms (e.g., TradeTapp, COMPASS, 3rd party prequal platforms).

You’re inspired by our values

• Altruistic - Our foundation is built upon the authentic, selfless concern we share for the success and wellbeing of others.
• Fair 360 - We illuminate with kindness by seeking to understand before being understood and by caring more than may seem reasonable so we can achieve genuine success for all.
• Strategic - The blueprint that guides the creation of a genuine place of purpose expresses the clarity of our vision, the rigor of our thought and the character of our word.
• Sincere - We present no facades, only genuine elevations of truth, trust, and wholehearted loyalty to the employees we mentor, the clients we serve and the communities we call home.
• Nimble - Our structural integrity is ensured through the balance of resourcefulness, responsiveness, and adaptability and strengthened by being well-rounded in the market to serve at the highest levels.

Compensation

Alongside cash, our total compensation package includes comprehensive benefits and 100% employee ownership. From wellness to work life, our benefits support our employees' total wellbeing.

• Employee Stock Ownership Plan
• Discretionary annual bonus
  
• 401k with employer match
• Employee medical, dental, and vision insurance 100% covered, with options to add dependents at 50% coverage by Willmeng
• Flexible Time Off Policy
• 9 paid company holidays
• 3 consecutive weeks of parental bonding leave, with an additional 3-5 weeks of disability leave for delivery recovery
• Spacious break rooms with healthy meals & snacks provided at no additional cost

Willmeng places nothing more important to the organizational health of the company than its overall focus on culture. By bringing different personalities together and embracing their individual contributions, the culture is rich, strong and uniquely different. With a true family feel and the opportunity to participate in building a genuine place of purpose for clients and employees, Willmeng has the distinct advantage of something exceptional and special in the culture.