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JOB SUMMARY
Headwaters Construction Company is looking for a Preconstruction Coordinator, to be in our Rexburg, Idaho Office. We are looking for an individual to provide coordination for the preconstruction team with building partners through database maintenance, solicitations, and other support. Also this individual must provide support and administration assistance to the preconstruction department. Above all, this person must be organized, proactive and punctual! This is a full-time, hourly position.
RESPONSIBILITIES
Develop professional and positive relationships with all building partners (subcontractors, suppliers, and other service providers).
Maintain a well-organized, accurate and frequently updated master database of all building partners. Proactively update database to ensure correct contact information.
Assist Preconstruction Managers in finding and qualifying new building partners for new work areas, scopes of work, etc. Take a proactive role in finding new building partners.
Aid new building partners in pre-qualifying for Headwaters bid list.
Lead preparations for Subcontractor Fairs/ “Meet and Greets” for projects that may require such events, i.e. scheduling, invitations, follow-up, travel, facility arrangements, food/beverage, hand- outs, presentations, etc.
Represent the Company and the Preconstruction Department to all callers, visitors, and customers professionally and courteously.
Respond to phone requests for information. Seek first to answer questions accurately before forwarding to the Preconstruction Managers.
Act as the communication representative for Headwater’s Preconstruction Department by taking detailed messages and communicating with and for the Preconstruction staff.
Prepare weekly coordination meeting agenda and notes.
Maintain an accurate preconstruction calendar and ensure timely completion of tasks. Track meetings, bid & proposal deadlines, pre-bid meetings, drawing due dates, etc.
Assist in various meeting preparations, i.e. agendas, scheduling, travel, food, handouts, etc.
Make travel arrangements as requested.
Compose and edit correspondence and other documents as directed. Always check outgoing work for completeness and accuracy in spelling, grammar, and mathematical calculations.
Route paperwork to appropriate personnel.
Mail and expedite documents as requested.
Make copies and maintain accurate, complete, and well-organized hard and electronic copy records and files.
Assist Preconstruction Team in preparation of estimate deliverables, proposals and bids as requested.
Obtain needed copies of Bid Documents (plans, specifications, etc.) by arranging for copying services (seek competitive rates), digital downloads or procurement from Architects or Engineers.
Aid Preconstruction Managers with distributing bid documents, addenda, clarifications, etc.
Help obtain quotes and pricing for miscellaneous job costs, i.e. dumpsters, temp conditions, rentals, etc.
Attend prebid meetings and job walks as requested. Prepare written synopsis of prebid meetings and/or job walks.
Ensure company’s projects are published in bid publications (i.e. Construct Connect, Bid Clerk, etc.) and all plan rooms and plan exchanges. Make sure Headwaters is lasted as a bidding GC on hard bids.
Deliver bids and proposals as directed.
Assist Preconstruction team on hard bid days.
Prepare legal notices for projects that require them.
Aid Preconstruction Managers in preparing turn-over packets to operations team as requested.
Assist in completion of project subledgers.
Order bonds and insurance certificates.
Ensure hand-off meetings are completed.
Continually seek out new projects and opportunities for the company to pursue.
Assist preconstruction team in assembling project cost histories.
QUALIFICATIONS AND EXPERIENCE
Strong verbal and written communication skills.
Friendly and outgoing demeanor.
Comfortable with making frequent calls to building partners.
Ability to develop business with new and current building partners.
Must have ability to manage multiple activities in a fast pace environment.
Proficient basic computer skills – Microsoft Office Suite; emphasis on Excel
Desirable – Knowledge of construction software – Bluebeam, SmartbidNet
Desirable – Ability to read construction documents
