Preconstruction Specialist

Preconstruction Office Specialist

Position Summary:

The Preconstruction Office Specialist is responsible for efficiently processing, organizing, and maintaining all administrative documentation required to successfully move construction projects from loan approval through funding and construction package release. This position ensures all required documents are complete, accurate, and submitted on time while maintaining constant communication with internal teams, lenders, and vendors to prevent delays.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple projects simultaneously in a fast-paced construction environment.

Key Responsibilities

Construction Package Management

• Organize and maintain all documentation required for each construction project.
• Collect and organize the required documents to complete the construction package from loan request through loan funding.
• Ensure all documentation is complete and ready before releasing construction packages.
• Verify that required permits, contracts, budgets, estimates, insurance certificates, and supporting documents are included.

Project File Administration

• Maintain accurate electronic and physical project files.
• Update project tracking systems with status and documentation.
• Prepare reports showing package status, pending items, and project readiness.
• Maintain organized records for auditing and compliance purposes.

Follow-Up & Communication

• Proactively follow up on pending documents to keep projects on schedule.
• Communicate regularly with project managers, estimators, purchasing, accounting, and external partners.
• Escalate potential delays before they impact project timelines.
• Coordinate meetings and status updates when necessary.

Process Improvement

• Help develop standardized documentation processes.
• Recommend improvements to increase efficiency and reduce package turnaround time.
• Maintain document control procedures and filing standards.

Qualifications

Education

• Associate’s degree preferred.

Experience

• 1-3 years of experience in:
• Construction documents organization
• Working with a high volume of documents is preferred

Experience working with residential or commercial construction projects is highly preferred.

Required Skills

• Excellent organizational skills
• Strong attention to detail
• Ability to process paperwork of multiple projects simultaneously
• Excellent verbal and written communication
• Strong follow-up and time management
• Problem-solving mindset
• Ability to work under deadlines
• Customer Service Orientation

Technical Skills

• Microsoft Office Suite (Excel, Word, Outlook)
• Adobe Acrobat
• Document management systems
• Ability to learn construction and loan management software

Key Performance Indicators (KPIs)

• Construction packages released on schedule
• Percentage of complete documentation submitted on the first review
• Number of projects managed simultaneously
• Average turnaround time from loan approval to package release
• Documentation accuracy rate
• Outstanding follow-up items resolved within target timeframes

Preferred Characteristics

• Highly organized and process-driven
• Self-motivated and proactive
• Able to prioritize competing deadlines
• Strong sense of ownership and accountability
• Collaborative team player and Professional communication with internal and external stakeholders

Success in This Role

A successful Preconstruction Office Specialist ensures that every construction package moves efficiently from loan application to funding and final release without documentation delays. By maintaining accurate records, proactively following up with stakeholders, and coordinating across departments, this role helps keep projects on schedule and supports a smooth transition from preconstruction to construction.

Pay: $17.79 - $19.71 per hour

Expected hours: No more than 40.0 per week

Benefits:

• 401(k)
• Paid time off

Work Location: In person

Salary : $18 - $20