Preconstruction Coordinator

Marick Mechanical, an Orion Services Group company | Multi-branch coordination | Work Location: To Be Determined

Department: Preconstruction | Reports To: Director of Preconstruction | FLSA: Non-Exempt | Travel: As Needed

Position Summary

The Preconstruction Coordinator oversees the administrative workflow connecting submitted bids, awarded projects, and project execution across Marick Mechanical. This position owns general contractor (GC) follow-up on submitted proposals, establishes awarded projects in BuildOps using approved information, coordinates permitting and licensing requirements, and prepares complete turnovers to project management. Success requires proactive communication, accurate records, persistent follow-through, and consistent processes across branches.

Mission of the Role

Ensure every submitted proposal is actively tracked, every awarded job is accurately set up, and every project team receives an organized, actionable turnover that supports timely execution.

Key Responsibilities

Submitted Bid Follow-Up & Opportunity Visibility

Communicate directly with general contractors after proposals are submitted, following each opportunity through award, loss, cancellation, or another documented outcome.
Initiate follow-up approximately seven calendar days after bid submission and continue at roughly seven-day intervals unless GC direction, project conditions, or expected award timing require adjustment.
Maintain the departmental bid tracker, including follow-up dates, contact attempts, anticipated award dates, outcomes, and available win/loss feedback.
Alert the Director of Preconstruction and relevant estimator to repricing, negotiation, scope clarification, or other matters requiring commercial or technical decisions.
Identify potential future opportunities through GC conversations and support directed customer outreach or market-development initiatives.

Awarded Project Setup & BuildOps Administration

Own administrative creation of awarded projects in BuildOps, including entry of approved budgets, cost codes, estimator-developed phases, and related allocations.
Coordinate with the Project Accountant and existing Project Coordinator to establish consistent job setup, financial verification, and handoff procedures while retaining ownership of setup completion.
Collect contracts and proposals, approved estimates and budgets, vendor/subcontractor information, labor and material allowances, schedule assumptions, and required project documentation.
Confirm entries align with approved source documents; refer missing, conflicting, or unapproved information to the responsible estimator, accountant, or manager for resolution.
Track outstanding setup requirements, communicate status, and promptly escalate significant inconsistencies or delays.

Permits, Licensing & Administrative Readiness

Identify permitting, contractor registration, licensing, bonding, and related administrative requirements for awarded work across applicable jurisdictions.
Coordinate with authorized license holders, branch leadership, project teams, and designated applicants for required filings and approvals.
Track each requirement through verified completion, including items remaining open after turnover, and flag approvals required before work may begin.
Communicate deadlines, barriers, ownership, and approval status to relevant project stakeholders.

Project Turnover to Execution

Compile and verify turnover packages containing contracts, proposals, scope and exclusions, approved budgets and labor hours, project phases, subcontractor/vendor quotes, procurement needs, schedules, known risks, and open action items.
Schedule turnover meetings with estimators, project managers, superintendents, and other required stakeholders, ensuring supporting materials are available in advance.
Facilitate the administrative process while the estimator leads discussion of the technical estimate, scope assumptions, phases, and risks.
Document action items, confirm accountable owners and deadlines, pursue completion, and deliver a complete administrative handoff to the assigned project manager.