Project Coordinator

Henderson Scott US; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Henderson Scott US seeks a Preconstruction Operations Coordinator for commercial construction projects in New York City, including ground-up multi-family and rehab projects. You will provide administrative, technical, and operational support to the Preconstruction Department, coordinating bids, documents, and proposals.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple deadlines in a fast-paced environment.

Qualifications

• 0-3 years of experience
• Internship with a contractor, developer, architect, or engineering firm preferred
• Construction office experience is a plus

Responsibilities

• Assist with estimating, bid management, document control, subcontractor outreach, proposal preparation, scheduling, and transition of awarded projects to construction operations
• Maintain bid calendar and preconstruction schedule
• Coordinate bid due dates and proposal milestones
• Assemble bid packages
• Track invitations to bid
• Maintain subcontractor bid lists
• Distribute addenda and revised bid documents
• Organize bid submissions
• Maintain drawing and specification logs
• Organize digital project files
• Manage version control for bid documents
• Archive completed estimates
• Maintain estimating templates and forms
• Assist with quantity takeoffs
• Solicit subcontractor quotations
• Track incoming bids
• Prepare bid comparison spreadsheet
• Verify subcontractor insurance and qualifications
• Assist with budget formatting and estimate packages
• Assemble qualifications packages
• Update resumes and project experience sheets
• Coordinate proposal graphic
• Prepare compliance forms
• Assist with MWBE, Section 3, and workforce documentation
• Compile owner-required submission materials
• Maintain subcontractor and supplier database
• Coordinate requests for quotations
• Track bid responses
• Maintain vendor contact information
• Assist with prequalification documentation
• Schedule internal estimating meetings
• Prepare meeting agendas
• Record meeting minutes
• Track action items
• Coordinate design review meetings

Skills

Organization

Attention to detail

Time management

Communication

Professionalism

Teamwork

Initiative

Problem-solving

Deadline prioritization

Education

Bachelor's degree in Construction Management

Bachelor's degree in Civil Engineering

Bachelor's degree in Architecture

Bachelor's degree in Engineering Technology

Bachelor's degree in Business Administration

Equivalent construction experience

Tools

Excel

Word

Bluebeam

Adobe Acrobat

Procore

Autodesk Construction Cloud

Estimating software

Job description

Preconstruction Operations Coordinator - Construction
A self-performing developer is seeking a Preconstruction Operations Coordinator in connection with commercial construction projects in New York City, including ground-up multi-family and rehabilitation projects. The Preconstruction Operations Coordinator provides administrative, technical, and operational support to the Preconstruction Department. The role requires strong organizational skills, attention to detail, and the ability to manage multiple deadlines in a fast-paced environment. This is an opportunity to gain hands-on experience, demonstrate capabilities and grow within a dynamic company working on exciting and meaningful projects.

Duties and Responsibilities

• This position assists with estimating, bid management, document control, subcontractor outreach, proposal preparation, scheduling, and the transition of awarded projects to construction operations.

Bid Administration

• Maintain the bid calendar and preconstruction schedule
• Coordinate bid due dates and proposal milestones
• Assemble bid packages
• Track invitations to bid
• Maintain subcontractor bid lists
• Distribute addenda and revised bid documents
• Organize bid submissions

Document Management

• Maintain drawing and specification logs
• Organize digital project files
• Manage version control for bid documents
• Archive completed estimates
• Maintain estimating templates and forms

Estimating Support

• Assist with quantity takeoffs
• Solicit subcontractor quotations
• Track incoming bids
• Prepare bid comparison spreadsheet
• Verify subcontractor insurance and qualifications
• Assist with budget formatting and estimate packages

Proposal Preparation

• Assemble qualifications packages
• Update resumes and project experience sheets
• Coordinate proposal graphic
• Prepare compliance forms
• Assist with MWBE, Section 3, and workforce documentation
• Compile owner-required submission materials

Vendor & Subcontractor Coordination

• Maintain subcontractor and supplier database
• Coordinate requests for quotations
• Track bid responses
• Maintain vendor contact information
• Assist with prequalification documentation

Preconstruction Meeting Coordination

• Schedule internal estimating meetings.
• Prepare meeting agendas.
• Record meeting minutes.
• Track action items.
• Coordinate design review meetings.

Education

• Bachelor's degree (or pursuing one) in:
• Construction Management
• Civil Engineering
• Architecture
• Engineering Technology
• Business Administration
• Equivalent construction experience may be considered

Experience

• 0-3 years of experience
• Internship with a contractor, developer, architect, or engineering firm preferred
• Construction office experience is a plus

Technical Skills

• Microsoft Excel
• Microsoft Word
• Bluebeam
• Adobe Acrobat
• Procore (preferred)
• Autodesk Construction Cloud (preferred)
• Sage or estimating software (preferred)

Core Competencies

• Excellent organization
• Attention to detail
• Time management
• Written and verbal communication
• Professionalism
• Teamwork
• Initiative
• Problem-solving
• Ability to prioritize multiple deadlines

Compensation range is $55,000 to $75,000 depending upon relevant experience, ability to add value and demonstrated dedication.