Job Description

Wharton-Smith, Inc. is currently seeking a Preconstruction Coordinator to support our Preconstruction and Collaborative Delivery teams at our headquarters in Sanford, FL. This role reports to the Administrative Manager and serves as a key role responsible for coordinating bid-phase communications, managing subcontractor engagement, and supporting the flow of information throughout the preconstruction process.
The Preconstruction Coordinator plays a critical role in maintaining organization, managing multiple deadlines, and ensuring timely, accurate communication between subcontractors and internal teams.

Responsibilities:
• Coordinate and manage the flow of subcontractor bids, RFIs, and project-related correspondence, ensuring timely distribution and response in alignment with bid deadlines.
• Process and maintain all bid-related information, including organizing submissions, standardizing files, tracking bidder outreach and participation, and supporting bid tabulation and reporting.
• Conduct proactive subcontractor outreach, including phone and email communication, to solicit bid participation and confirm intent to bid.
• Review bid submissions for completeness and follow up with subcontractors to obtain required forms, revisions, and clarifications prior to deadlines.
• Maintain and update bid management systems and subcontractor directories to ensure accurate, current, and accessible information.
• Support coordination of bid-phase activities, including project setup, document distribution, and other preconstruction efforts.

Requirements:
• 0-3 years of experience in an administrative, coordination, or support role (construction industry experience preferred).
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Ability to work both independently and collaboratively across teams.
• Professional demeanor and strong interpersonal communication skills.
• Ability to handle sensitive and confidential information appropriately.
• Proactive approach to problem-solving and task management.

Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with an emphasis on organization and data tracking.
• Experience working within structured file management systems and maintaining consistent document control practices.
• Ability to learn and effectively use bid management and database platforms to support preconstruction activities.
• Strong aptitude for managing digital workflows, tracking information, and maintaining accurate records across multiple systems.
• Understanding of and ability to follow established processes, procedures, and documentation standards.

Equal Opportunity Employer/Veterans/Disability

Wharton-Smith provides equal opportunity to qualified disabled veterans, Pre-JVA special disabled veterans and individuals with disabilities to online application systems by making reasonable accommodation to ensure equal access for submitting to job openings. (i.e., wheelchair accessibility, website accessibility, etc).

Our recruiting process is centralized and managed exclusively by the HR Department. We do not pay agency fees for unsolicited resumes. An unsolicited resume is defined as any resume submitted by a recruiter who has not been pre-approved by HR, has not signed our recruiting agreement, and has not been engaged by HR to fill a specific position.