HVAC Pre-Construction Job Coordinator

Comfort Systems USA•Grand Rapids, MI

About The Position

Welcome to Quality Air, where excellence in HVAC services meets innovation, precision, and dedication. As a premier HVAC mechanical contractor, we are here to serve your every need, from designing and building to maintaining and renovating HVAC systems. At Quality Air, we don’t just provide heating, ventilation, and air conditioning solutions; we deliver comfort, quality, and peace of mind.

Requirements

0–5 years of experience in construction administration, estimating support, project coordination, or related field.
Associate or Bachelor’s degree in Construction Management, Business, Engineering, or related field preferred (or equivalent work experience).
Strong organizational and time-management skills.
Ability to manage multiple deadlines in a fast-paced, deadline-driven environment.
Strong written and verbal communication skills.
Must be comfortable making outbound calls to vendors and subcontractors to follow up on pricing and documentation.
High attention to detail and accuracy.
Basic ability to interpret construction drawings and specifications is a plus.

Nice To Haves

Experience with Procore.
Experience with Bluebeam.
Familiarity with mechanical/HVAC construction projects.
Exposure to bidding platforms such as BuildingConnected or SmartBid.
Understanding of estimating workflows and pre-construction processes.

Responsibilities

Assist the Estimating Manager in preparing and assembling competitive bid packages.
Distribute drawings, specifications, and addenda to vendors and subcontractors.
Maintain and update bid logs, calendars, and proposal tracking reports.
Maintain and update vendor and subcontractor contact lists.
Proactively solicit pricing from vendors and subcontractors.
Make follow-up phone calls and send email reminders to ensure timely receipt of quotations.
Collect, organize, and track subcontractor and supplier proposals.
Coordinate bid-related correspondence, clarifications, and RFIs.
Ensure all bid documents are complete, current, and properly formatted prior to submission.
Prepare and submit contractor pre-qualification packages for general contractors and owners.
Maintain updated company information including safety data, insurance certificates, bonding capacity, and financial documentation.
Track and manage online qualification portals (e.g., BuildingConnected, ISNetworld, SmartBid).
Assist in preparing RFP/RFQ responses including resumes, project experience, and organizational charts.
Maintain organized electronic project files and naming conventions.
Upload and track drawings, revisions, and addenda.
Support document management within company systems.
Assist with project turnover documentation to operations upon award.
Ensure compliance with Quality Air and Comfort Systems USA standards.