Key Responsibilities
Preconstruction Information & Document Management
- Take full ownership of all incoming bid invitations, including downloading, organizing, distributing, and version‑controlling drawings, specifications, addenda, and related documents.
- Establish and uphold standards and expectations for preconstruction coordination, including training and mentoring coordinators to ensure consistent, high‑quality execution.
- Oversee all preconstruction deliverables by supporting estimators with CRM entries, proposals, and prequalification documentation, ensuring information is current, accurate, and reliable.
- Manage the preparation, organization, tracking, and compliance of prequalification and proposal documents, including contract records, alerts, bid forms, and required breakouts in alignment with General Contractor requirements.
- Support estimators with requests for quotes and coordinate with operations and marketing to complete pricing and proposal content.
- Partner with preconstruction leadership to maintain estimating production schedules, bid reviews, and final cost submissions.
- Manage preconstruction platforms including Avetta, ITB sites, FTP access, and related subscriptions.
- Maintain clean, orderly, and sustainable document workflows within the document management system to ensure immediate accessibility and long‑term usability.
- Facilitate internal meetings, vendor presentations, and scheduling for review efforts.
- Continuously look for smarter, more efficient ways to manage documents, systems, and data.
CRM Data Integrity & Project Setup
- Oversee the accurate setup of all new preconstruction opportunities in the CRM, including bid dates, project scope, client information, training requirements, and deliverables.
- Protect data integrity through proactive system hygiene, ensuring CRM records are complete, consistent, and dependable.
- Build and maintain dashboards to support visibility, planning, and performance for the Preconstruction team.
- Run quarterly reports and annual corporate forecast reports to support executive decision‑making.
- Perform QA/QC on bid approval entries and closeouts, maintaining documentation to support internal signing authority and audits.
- Track project milestones and update CRM entries throughout the preconstruction lifecycle to support forecasting, reporting, and team alignment.
Bid Coordination & Workflow Support
- Manage the flow of bid‑related information between internal teams and external partners with clarity, accuracy, and timeliness.
- Maintain organized estimating and bid schedules, ensuring deadlines, reminders, and follow‑ups are consistently executed.
- Partner with the Sr. Estimating Manager and Sr. Preconstruction Manager to schedule bid reviews and support smooth pursuit execution.
- Anticipate team needs by ensuring required materials, documents, and inputs are prepared well in advance of deadlines.
- Oversee departmental file structures, folder updates, and workflows related to estimating and coordination.
- Support Go/No‑Go meetings and manage the ITB process, shared folders, and collaboration spaces.
- Build and maintain shared vendor lists and keep client information current.
- Manage the SharePoint page and shared resources for estimating.
- Support project setup, proposal outlines, and the editing and review of final proposal letters and RFP responses to ensure completeness, compliance, and alignment with IME standards and branding.
Collaboration & Communication
- Coordinate closely with estimators, project managers, marketing, and operations staff to support clear communication and seamless teamwork.
- Foster trust through honest, ethical, and transparent communication, listening actively and responding promptly.
- Maintain professionalism and positivity in all interactions, bringing authenticity and energy to the team.
- Support a culture where people feel safe—physically, mentally, and emotionally—to do their best work.
- Lead and support a team of Preconstruction Coordinators to ensure efficient workflows, consistent standards, and successful preconstruction deliverables.
Process Implementation & Continuous Improvement
- Maintain and enhance prequalification systems and software to ensure credentials, certifications, and company information remain accurate and current.
- Curate and manage a comprehensive library of resumes, project sheets, references, and marketing materials.
- Identify and implement opportunities to improve document workflows, CRM utilization, and information management practices.
- Assist in developing future workflows, processes, and training to support efficiency, consistency, and competitiveness.
Knowledge, Skills & Abilities
- Exceptional organizational skills with meticulous attention to detail
- Ability to prioritize competing deadlines without compromising quality or accuracy
- Strong technical aptitude with CRM platforms and document management systems
- Demonstrated integrity and sound judgment when handling confidential and high‑stakes information
- Clear, professional communication skills with a collaborative, service‑oriented mindset
- Ability to work independently while remaining a reliable and engaged team partner
- Creative writing ability and attention to brand representation
- Proficiency in Microsoft Office, Adobe Creative Suite, Procore, Bluebeam, and CRM platforms
- Proven capability to shepherd initiatives from rollout through completion in fast‑paced environments
- High accuracy and consistency in data entry and management
Demonstrated Accomplishments
- Successful coordination with government entities and municipalities
- Proven ability to configure, customize, and maintain CRM systems and dashboards
- Experience managing documentation to support reporting, audits, and compliance reviews
- Skill in coordinating across multiple departments and managing complex schedules
- Ability to establish goals, track progress, and support team development
- Experience producing complete, accurate reports with supporting documentation
- Demonstrated experience as a team lead preferred.
Education & Experience
- High School Diploma or equivalent required
- Demonstrated proficiency using CRM platforms to manage opportunities, data integrity, reporting, and forecasting (experience with Microsoft Dynamics preferred)
- Substantial hands‑on experience managing bid documents, prequalification packages, and proposal submittals from initial invitation through final delivery
- Proven capability to lead coordination efforts, standardize processes, and support high‑volume pursuits with accuracy and consistency
Working Conditions:
The majority of the time you will work in a typical office environment, the remainder of the time you will be on construction sites. When on construction job sites you will encounter typical construction conditions including extreme temperatures, noise, dust, mud debris, welding, leading edge, trenching, and shoring, sometimes in a confined space. You may be required to visit multiple locations during any one day.
Benefits Overview:
IME provides an industry-leading comprehensive benefits package. Full-time employees are eligible to choose from a variety of healthcare coverage options, which become effective the first of the month after hire. In addition, employees are offered a substantial amount of PTO and are immediately eligible to make contributions to a generously matched and fully vested 401k.
Salary Range - $68,000 - $92,000
*Final salary and rates are based on education, experience, skills relevant to the role, and internal equity.*
The statements included in this job description are not intended to be all-inclusive and other duties may be assigned as required.
IME, part of Quanta Services, is committed to providing equal employment opportunities to all employees and applicants and to creating an environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
IME will provide reasonable accommodation to applicants and employees who are qualified for a job so that they may perform the essential duties of the position.
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
