Preconstruction Coordinator

Tri-City Group; Des Moines (IA); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Tri-City Group is seeking a Preconstruction Coordinator to support efficient processes across the Midwest. You will manage administrative workflows, project documentation, and communications for preconstruction activities.

The role covers bid document handling, NDA tracking, and coordination with vendors and clients. Ideal candidates have an associate degree in a related field and 2+ years in administrative or project coordination roles within construction or engineering, with strong

Qualifications

• Two or more years of administrative, project coordination, proposal, or document control experience in construction or engineering.
• Experience supporting preconstruction, estimating, procurement, or project management activities.
• Experience coordinating proposals, bid documents, vendor communications, and project turnover documentation.

Responsibilities

• Establish and maintain project folders and standardized directory structures.
• Oversee documentation integrity, updates, and file locations.
• Download, organize, and manage bid documents, drawings, specifications, and related materials.
• Maintain project contacts/distribution lists.
• Coordinate project setup, establish routine meeting cadence for internal/external project communications.
• Schedule meetings for preconstruction milestones, prep agendas, and distribute minutes/recaps.
• Maintain action logs, decision logs, and other administrative project records.
• Distribute NDAs and track their completion.
• Issue RFPs to vendors/subcontractors; track bidder participation and submissions.
• Coordinate non-technical communications with vendors and subcontractors.
• Maintain vendor/subcontractor contact information; manage long-lead product submittal packages.

Skills

Organization

Process-driven

Independent worker

Administrative coordination

Documentation management

Written & verbal communication

Time management

Continuous improvement

Education

Associate degree in business administration, construction management, project management, or a related field

Job description

• Maintain project contacts/distribution lists

Tri-City Group is seeking a Preconstruction Coordinator to join the team supporting efficient processes throughout the Midwest region. The Preconstruction Coordinator provides administrative and process support for all preconstruction activities, departmental workflows and communications, project documentation, proposal development, and ensures compliance with established standards.

Responsibilities Include, But Are Not Limited To

• Establish and maintain project folders and standardized directory structures
• Oversee documentation integrity, updates, and file locations
• Download, organize, and manage bid documents, drawings, specifications, and related materials.
• Maintain project contacts/distribution lists
• Coordinate project setup, establish routine meeting cadence for internal/external project communications
• Schedule meetings specifically for preconstruction milestones/deadlines, prep and distribute meeting agenda, materials related to the meeting objectives, and during meetings record details to send after the in a recap, including meeting minutes
• Maintain action logs, decision logs, and other administrative project records

Vendor and Subcontractor Coordination

• Distribute nondisclosure agreements (NDAs) and track their completion
• Issue Requests for Proposal (RFPs) to vendors and subcontractors at the direction of the technical owner
• Track bidder participation, proposal submissions, and quotation status
• Coordinate non-technical communications with vendors and subcontractors
• Maintain accurate vendor and subcontractor contact information
• Manage the Long-Lead Product Submittal Packages (from Vendors to Client) during the preconstruction period

Competencies

• Exceptional organization and attention to detail
• Process-driven mindset
• Self-motivated with the ability to work independently
• Administrative workflow coordination
• Document and information management
• Professional written and verbal communication
• Time management and prioritization
• Continuous improvement mindset

This position's work environment is On-site, remote, or hybrid. Travel to specific project sites will be required. Travel is minimal, primarily to support critical on-site meetings.

Qualifications

• Associate degree in business administration, construction management, project management, or a related field
• Two or more years of administrative, project coordination, proposal, or document control experience, preferably within the construction or engineering industry
• Experience supporting preconstruction, estimating, procurement, or project management activities
• Experience coordinating proposals, bid documents, vendor communications, and project turnover documentation

All job offers are contingent upon successful completion of a drug screen and reference check. Tri-City Group is an equal opportunity employer.