POSITION SUMMARY
The Preconstruction & Operations Coordinator serves as the organizational hub of the company. This role bridges the gap between design, preconstruction, and construction by managing project documentation, permitting, bidding, procurement tracking, and project administration.
The ideal candidate is highly organized, detail-oriented, proactive, and enjoys managing many moving pieces simultaneously. This position works closely with the Owner, Design Team, Architect, Project Managers, Subcontractors, Vendors, and Homeowners to ensure projects move smoothly from concept through construction.
RESPONSIBILITIES
Preconstruction
Coordinate project setup and onboarding. Assemble and organize project documentation. Manage subcontractor bid requests and follow-up. Track incoming proposals and maintain bid comparison spreadsheets. Assist in budget development and project pricing. Coordinate project turnover from sales/design into construction.
Permitting
Prepare and submit permit applications. Coordinate required documentation with architects, engineers, and municipalities. Track permit status and follow up with building departments. Maintain permit logs and project records.
Procurement & Selections
Track all approved selections and specifications. Maintain procurement schedules and order trackers. Coordinate with vendors regarding lead times and delivery schedules.
Monitor backorders, damages, and replacements. Coordinate material deliveries with project managers and field teams.
Project Administration
Maintain BuilderTrend project records. Upload and organize project documentation. Draft change orders for review and approval. Track outstanding homeowner decisions and approvals. Assist in preparation of weekly project updates.
Operations Support
Maintain company processes and workflows. Assist with vendor onboarding and documentation. Track certificates of insurance and licensing requirements as needed. Support internal team communication and coordination.
QUALIFICATIONS
- 3+ years of experience in construction, design, architecture, project coordination, operations, or a related field. Exceptional organizational and time management skills. Strong written and verbal communication abilities. Proficiency with Google Workspace, Microsoft Office, and project management software. Ability to manage multiple deadlines simultaneously. Experience with BuilderTrend, Monday.com, or similar software preferred. Residential construction experience preferred
SUCCESS IN THIS ROLE
Within the first 90 days, this person will: Own project setup and documentation. Manage bid tracking and permit tracking. Maintain procurement schedules. Coordinate project administration within BuilderTrend. Reduce administrative workload on the Owner and Design Team.
Pay: $60,028.71 - $90,292.65 per year
Benefits:
Experience:
- Construction, Design or Project Coordination: 3 years (Required)
Ability to Commute:
- Wilmette, IL 60091 (Required)
Work Location: In person
