SUMMARY: The Pre-Construction Coordinator supports Commercial and Industrial solar, BESS, EV charging, and microgrid projects by coordinating bid intake, documentation, estimating support, CRM administration, reporting, and project handoff. This role serves as a central resource for Sales, Estimating, and Engineering, helping keep project information organized, accurate, and accessible from opportunity intake through turnover.
This role helps Estimators and Sales personnel focus on customer engagement, technical analysis, project strategy, and pricing by maintaining organized project information, coordinating bid activity, and supporting clean transitions from pursuit to execution.
The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while supporting multiple stakeholders and meeting critical deadlines.
ESSENTIAL DUTIES & RESPONBILTIIES:
Preconstruction & Bid Administration
Monitor, manage, and respond to bid invitations from Building Connected, email, customer portals, General Contractors, Developers, Utilities, Project Owners, and other sourcing platforms based on direction from Sales and Estimating leadership.
Coordinate and schedule preliminary bid reviews and support go/no-go decision-making activities.
Create and maintain opportunities in Salesforce and associated project folders within SharePoint.
Coordinate layout requests, estimate requests, and other preconstruction support activities.
Download, organize, label, and maintain all bidding documents, drawings, specifications, addenda, and related project files.
Ensure project documentation is complete, accurate, and properly maintained within Salesforce, SharePoint, Building Connected, and other company systems.
Track all addenda, clarifications, and RFI responses throughout the bid process.
Notify project teams of document updates and ensure all stakeholders have access to current information.
Review bid packages and identify key project requirements.
Manage and maintain project data and reporting related to active opportunities and pursuits, including win/loss rates, competitor data, etc.
Intake lead calls from the Renewables phone line. Handle and route incoming calls from the Renewables phone line to the appropriate resources.
Estimating Support
Support Estimators by coordinating subcontractor and vendor solicitations, publishing Invitations to Bid, tracking bid coverage, following up on quote status, identifying coverage gaps, and distributing addenda, RFI responses, and project updates.
Maintain vendor and subcontractor contact information and support opportunity setup in BuildingConnected and other estimating platforms.
Complete required project data entry, including tracking major project deliverables.
Provide general administrative support to the estimating team as needed.
Project Handoff & Team Administration
Coordinate project turnover after award, including handoff meetings, turnover checklists, closeout documentation, and transfer of drawings, proposals, pricing assumptions, customer information, and other critical project data to Engineering, Project Management, and Operations.
Compile post-award, post-installation, and other project reporting as required.
Serve as a liaison between Sales, Estimating, Proposal Management, Engineering, Project Management, and Operations.
Support department scheduling, meeting coordination, and action item tracking.
Maintain departmental resource libraries, templates, and shared documentation repositories.
Assist with process improvement initiatives and documentation of standard operating procedures.
Other administrative functions as assigned.
Business Operations & Systems Support
Support CRM data quality, Salesforce reporting, dashboards, metrics, platform consistency, user access coordination, troubleshooting, and continuous improvement of business systems and workflows.
Maintain departmental resource libraries, templates, and shared documentation repositories.
Coordinate with the Salesforce Admin team to diagnose and resolve platform issues while providing feedback on proposed enhancements and modifications.
EXPERIENCE, EDUCATION:
Required Qualifications
High School Diploma or GED required.
2+ years of administrative, project coordination, estimating support, sales operations, or construction support experience.
Strong organizational skills with exceptional attention to detail.
Proficiency with Microsoft Office 365, including Excel, Word, Outlook, Teams, and SharePoint.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Strong verbal and written communication skills.
Ability to work independently while collaborating effectively across departments.
Preferred Qualifications
Experience within the construction, renewable energy, electrical contracting, engineering, or utility industries.
Experience using Salesforce, Building Connected, Accubid, Procore, SharePoint, or similar software platforms.
Familiarity with commercial solar, battery storage, EV charging, microgrid, or electrical construction projects.
Experience coordinating bid opportunities, subcontractor outreach, document control, or project turnover activities.
