What are the responsibilities and job description for the Preconstruction Coordinator position at Ryan Fireprotection, Inc.?
Preconstruction Coordinator
Department: Operations
Location: Noblesville
Position Overview:
We are seeking a detail-oriented and highly organized Preconstruction Coordinator to support our Alarm/Tenant Improvement (TI)/Account Manager sales teams throughout the bid lifecycle. This role plays a critical part in ensuring the smooth coordination of incoming bid opportunities, documentation management, and preconstruction planning efforts. The ideal candidate will be a proactive communicator who thrives in a fast-paced environment and is passionate about accuracy, process improvement, and team collaboration.
We are seeking a detail-oriented and highly organized Preconstruction Coordinator to support our Alarm/Tenant Improvement (TI)/Account Manager sales teams throughout the bid lifecycle. This role plays a critical part in ensuring the smooth coordination of incoming bid opportunities, documentation management, and preconstruction planning efforts. The ideal candidate will be a proactive communicator who thrives in a fast-paced environment and is passionate about accuracy, process improvement, and team collaboration.
This position is key to keeping the preconstruction process moving efficiently—from the initial bid invitation through final decision—so that the Alarm/TI/Account Manager sales teams can focus on scope development and pricing strategies.
Key Responsibilities:
- Bid Opportunity Management:
- Collect and analyze incoming bid information to determine project type and scope.
- Present opportunities to the Alarm/TI/Account Manager sales teams for evaluation and strategic review.
- Log and update all bid invitations in the company’s calendar and systems.
- Identify and research new bid opportunities as directed.
- Document Control amp; Coordination:
- Download, order, and print bid documents including specifications, plans, and addenda.
- Maintain organized bid files and ensure all documentation is complete and accessible.
- Respond to bid invitations and follow up as needed to confirm participation or decline.
- Team amp; Meeting Support:.
- Coordinate with estimators on document needs, deadlines, and follow-ups.
- Utilize internal systems to ensure proper tracking, timely follow-up, and clean reporting to maintain company bid calendar by logging all invitations to bid, updating bid information as necessary and initiating pending list.
- Administrative amp; Strategic Support:
- Provide high-level administrative support to the Alarm/TI/Account Manger sales teams as well as serve as backup support to the Preconstruction team
- Serve as point of contact for the Estimating Bids – New Construction phone line, ensuring timely and professional responses to all inquiries.
- Complete special assignments and tasks as requested.
- Workflow Efficiency:
- Maintain a well-organized approach to managing a high volume of small-to-large projects.
- Support a culture of collaboration, accountability, and continuous improvement across the preconstruction process.
Qualifications:
- Demonstrates strong initiative, and the ability to work independently with minimal supervision with a solution-oriented mindset.
- Proficiency in Microsoft Office Suite and general document/file management systems.
- Outstanding customer service skills, responds promptly to customer’s needs, solicits customer feedback, to improve service and maintains confidentiality.
- Strong communication skills—both written and verbal—with the ability to collaborate effectively.
- Excellent organizational and time-management skills.
- Ability to manage and prioritize multiple tasks simultaneously, with speed, while maintaining attention to detail.
- Ability to adapt to changes in work environment, manages competing demands, and is able to deal with frequent stops.
- Consistently at work and on time, follow instructions, responds to management direction and solicits feedback to improve performance.
- Candidates must possess and maintain a valid driver's license. The ability to drive to job sites / work locations is a requirement of this position. A motor vehicle record (MVR) check will be conducted as part of the hiring process.