Preconstruction Specialist, Submittals

Icon Builders Inc.; Tempe (AZ); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401(k) with Company Match

Paid Time Off

Job summary

ICON Builders is a nationally recognized general contractor specializing in occupied affordable housing renovations and has over 30 years of experience renovating multifamily communities nationwide.

The Submittal Specialist role owns the submittal register from spec book to approved package, ensuring the right product is on site on time. This role collaborates with subcontractors to verify completeness, compliance, and proper documentation.

Qualifications

• Ability to read a spec book and a drawing set; discern required vs. mentioned.
• Familiar with multifamily renovation lead categories: windows, HVAC, cabinets, flooring, roofing, elevators.
• Strong written communication; pro-active with formal transmittals.

Responsibilities

• Build the master submittal register at project startup by mining spec books, drawings, and funding docs.
• Back schedule each submittal from on-site date through lead time and approvals.
• Maintain the register as scope changes land and ensure completeness before transmittal.
• Collect product backup from subcontractors and confirm what is actually submitted.
• Prepare cover sheets, transmittals, and compliance matrix; declare deviations clearly.
• Track overdue reviews, drive weekly reviewer follow-up, and report status.
• Produce weekly submittal status and owner/architect/contractor meeting reports.

Job description

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.

Position Summary

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.

Core Responsibilities

Register and schedule

• 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.

What Success Looks Like

• 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.

Additional Qualifications

• 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.

Required Qualifications

• 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 Time Off (PTO)
• Paid Holidays
• Employee Assistance Program (EAP)

ICON Builders is an Equal Opportunity Employer. We are committed to creating an inclusive workplace where employment decisions are based on qualifications, merit, and business needs. We do not discriminate based on race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. ICON Builders reserves the right to modify or assign additional responsibilities as business needs evolve.