Pre ‑ Construction Production Coordinator

Overview

Summary

The Pre‑Production Coordinator is responsible for ensuring that all pre‑construction planning, scheduling, permitting, subcontractor vetting, and procurement activities are completed accurately and on time. This role serves as the critical link between Sales, Design, Operations, and the Field Team, ensuring seamless transition from design and sales to construction. The ideal candidate is highly organized, detail‑oriented, and an effective communicator with a solid understanding of construction sequencing, permitting, and subcontractor qualification.

Key ResponsibilitiesPre‑Construction & Permitting

● Gather and review contract, site plans, design documents, engineering drawings, and specifications for new projects.
– Prepare and submit permit applications (building, electrical, plumbing, etc.) and respond to questions or requests from authorities.
– Maintain a tracking system for all permit statuses and notify internal teams of approvals and delays.

Subcontractor Vetting & Hiring

● Identify qualified subcontractors for specific trades and review their experience, licensing, and insurance.
– Maintain a database of vetted subcontractors and vendors.
– Prepare and send out requests for bids, review proposals, ensure bid is within budget guidelines, and confirm pricing and availability.
– Select and onboard subcontractors for upcoming projects.

Documentation & Coordination

● Maintain organized digital and paper files for all pre‑production documents.
– Prepare and review specifications and site documents for internal and external use.
– Maintain regular communication between Sales, Design and Project Manager to confirm project readiness.

Material & Resource Management

● Assist with procurement and scheduling of long‑lead or specialty materials required for upcoming projects.
– Maintain relationships with suppliers and vendors, obtaining quotes and verifying availability.
– Confirm equipment and material delivery schedules align with project milestones.

Scheduling

● Develop a comprehensive project schedule prior to the start of each job, ensuring all phases of construction are accurately mapped out.

● Include all tasks, milestones, and dependencies for each part of the project, from excavation through final walkthrough.

● Coordinate the timeline for internal crews and subcontractors, ensuring that their availability and required sequences are accounted for to prevent delays.

● Monitor schedule progress and proactively adjust as needed to maintain target deadlines.

● Communicate schedule details to the Project Manager, Operations team, and relevant stakeholders to ensure alignment and readiness.

Budgeting

● Create a detailed budget for the entire project prior to commencement, incorporating:

○ Materials: Calculate material quantities and costs for each construction phase.

○ Subcontractors: Obtain bids, evaluate pricing, and include subcontractor costs for all contracted work.

○ Internal Labor Costs: Estimate labor hours and cost projections for in-house crews based on the project scope.

● Ensure the budget aligns with the client-approved proposal and company profitability goals.

● Update and maintain budget tracking throughout the pre-production process and provide reports to management as requested.

● Identify potential cost overruns early and recommend solutions to maintain budget compliance.

Project Readiness

● Conduct pre‑production meetings with Sales, Design, and Operations staff.
– Identify and resolve site constraints, engineering questions, or scheduling delays prior to project mobilization.
– Ensure subcontractor agreements, insurance documents, and site‑specific requirements are received and confirmed.

Administration & Support

● Maintain project database for status of permits, engineering, subcontractor agreements, and procurement milestones.
– Maintain communication with clients about pre‑production status and timeline.
– Assist with preparation of site mobilization packets and field installation guides.

● Prepare welcome packet for handover meeting between sales and Project Manager.

Qualifications

● Strong attention to detail and organizational skills.

● Excellent communication and interpersonal abilities.

● Proficiency in Microsoft Office Suite and experience with project or construction management platforms.

● Understanding of construction drawings, site plans, and permitting processes preferred.

● Ability to work both independently and collaboratively in a fast‑paced environment.

● 2–3 years of experience in construction, design, engineering, or related fields is a plus.

Key Competencies

● Organization & Time Management

● Problem‑Solving & Decision‑Making

● Technical Acumen (Construction, Pool & Outdoor Construction a plus)

● Strong Communication Skills (Verbal and Written)

● Attention to Detail

● Ability to Maintain Confidentiality and Professionalism

Pay: $38,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $38,000 - $45,000