Subcontractor Prequalification Coordinator

Management Solutions, Inc; Town of Florida (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

Management Solutions, Inc. is seeking a Subcontractor Prequalification Coordinator in New York to manage the prequalification process for current and prospective subcontractors, ensuring applications are complete and routed to the right internal departments.

The role emphasizes coordination and communication, requiring strong organization, attention to detail, and the ability to liaise with Risk Management, Preconstruction, Accounting/Finance, and other teams.

Qualifications

• Entry-level accounting knowledge and ability to understand basic financial statements.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple applications, deadlines, and follow-up items.
• Ability to work with multiple departments and personalities.
• Strong follow-through and proactive problem resolution.
• Proficiency with Microsoft Office, especially Excel and Outlook.
• Ability to handle confidential financial and business information professionally.

Responsibilities

• Coordinate the prequalification process for new and existing subcontractors in accordance with company policies and established guidelines.
• Review submitted prequalification applications for completeness and identify missing or deficient information.
• Ensure applications and supporting documentation are routed to the appropriate internal departments for review and approval.
• Track the status of subcontractor applications from initial submission through final approval.
• Follow up with subcontractors and internal departments regarding outstanding items, questions, or deficiencies.
• Maintain accurate and up-to-date records of subcontractor qualification status.
• Monitor expiration dates for financial information, insurance certificates, licenses, bonds, and other required documentation.
• Coordinate periodic renewals and requalification of existing subcontractors.
• Escalate significant deficiencies, concerns, or delays to the Risk Manager.
• Serve as the primary coordinator between Risk Management, Preconstruction, Accounting/Finance, and other departments involved in subcontractor qualification.
• Communicate clearly with internal stakeholders regarding the status of applications and outstanding requirements.
• Ensure reviews are completed in a timely manner and that applications do not become stalled within the process.
• Maintain a clear understanding of the company's subcontractor prequalification requirements and workflow.
• Assist in improving and maintaining an efficient, consistent, and well-documented prequalification process.
• Communicate professionally with subcontractors regarding application requirements, missing documentation, deficiencies, and follow-up items.
• Respond to questions and provide guidance regarding the prequalification process.
• Establish positive working relationships with subcontractor contracts while maintaining the company's qualification standards.
• Provide timely reminders and follow-ups to ensure outstanding requirements are resolved.
• Review basic subcontractor financial information and supporting documentation for completeness and consistency.
• Assist with the collection and organization of financial statements, credit information, banking information, bonding information, insurance documentation, licenses, safety information, and other required records.
• Identify obvious inconsistencies or missing information and coordinate questions with the appropriate internal department.
• Maintain confidentiality of sensitive financial and business information.
• Maintain accurate electronic files and records for all subcontractors.
• Prepare periodic reports for the Risk Manager regarding new subcontractor applications, applications in process, outstanding deficiencies, approved and conditionally approved subcontractors, expiring or expired qualifications, and other prequalification metrics as requested.
• Assist with developing and maintaining dashboards, tracking reports, and workflow tools to monitor the prequalification process.
• Identify opportunities to improve efficiency, communication, and accountability within the prequalification process.

Skills

Organizational skills

Communication

Attention to detail

Time management

Cross-department collaboration

Follow-through

Tools

Excel

Outlook

Microsoft Office

Job description

The Subcontractor Prequalification Coordinator will be responsible for coordinating the prequalification process for both current and prospective subcontractors, ensuring that applications are complete, routed to the appropriate internal departments, reviewed within established guidelines, and that any deficiencies or outstanding requirements are addressed in a timely manner. This is primarily a coordination and communication role, requiring strong organizational skills, attention to detail, follow-through, and the ability to communicate effectively with subcontractors and internal stakeholders. The successful candidate will serve as a key point of coordination between Risk Management, Preconstruction, Accounting/Finance, and other departments involved in evaluating subcontractor qualifications.

An entry-level accounting background is required, as the position will involve reviewing basic financial information and understanding financial documentation. However, extensive accounting experience is not required.

Key Responsibilities

• Coordinate the prequalification process for new and existing subcontractors in
• accordance with company policies and established guidelines.
• Review submitted prequalification applications for completeness and identify missing or
• deficient information.
• Ensure applications and supporting documentation are routed to the appropriate internal
• departments for review and approval.
• Track the status of subcontractor applications from initial submission through final
• approval.
• Follow up with subcontractors and internal departments regarding outstanding items, questions, or deficiencies.
• Maintain accurate and up-to-date records of subcontractor qualification status.
• Monitor expiration dates for financial information, insurance certificates, licenses, bonds, and other required documentation.
• Coordinate periodic renewals and requalification of existing subcontractors.
• Escalate significant deficiencies, concerns, or delays to the Risk Manager.

Internal Coordination

• Serve as the primary coordinator between Risk Management, Preconstruction,
• Accounting/Finance, and other departments involved in subcontractor qualification.
• Communicate clearly with internal stakeholders regarding the status of applications and outstanding requirements.
• Ensure reviews are completed in a timely manner and that applications do not become stalled within the process.
• Maintain a clear understanding of the company's subcontractor prequalification requirements and workflow.
• Assist in improving and maintaining an efficient, consistent, and well-documented prequalification process.

Subcontractor Communication

• Communicate professionally with subcontractors regarding application requirements, missing documentation, deficiencies, and follow-up items.
• Respond to questions and provide guidance regarding the prequalification process.
• Establish positive working relationships with subcontractor contracts while maintaining the company's qualification standards.
• Provide timely reminders and follow-ups to ensure outstanding requirements are resolved.

Financial & Risk Documentation

• Review basic subcontractor financial information and supporting documentation for
• completeness and consistency.
• Assist with the collection and organization of financial statements, credit information, banking information, bonding information, insurance documentation, licenses, safety information, and other required records.
• Identify obvious inconsistencies or missing information and coordinate questions with the appropriate internal department.
• Maintain confidentiality of sensitive financial and business information.

Reporting & Administration

• Maintain accurate electronic files and records for all subcontractors.
• Prepare periodic reports for the Risk Manager regarding new subcontractor applications, applications in process, outstanding deficiencies, approved and conditionally approved subcontractors, expiring or expired qualifications, and other prequalification metrics as requested.
• Assist with developing and maintaining dashboards, tracking reports, and workflow tools to monitor the prequalification process.
• Identify opportunities to improve efficiency, communication, and accountability within the prequalification process.

Qualifications Required

• Entry-level accounting knowledge, including the ability to understand basic financial statements and financial terminology.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple applications, deadlines, and follow-up items simultaneously.
• Ability to work effectively with multiple departments and personalities.
• Strong follow-through and a proactive approach to resolving outstanding issues.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to handle confidential financial and business information professionally.