Pre-Construction Services Coordinator I (Richland, MS)

Pre-Construction Services Coordinator I

The Pre-Construction Services Coordinator I supports the Pre-Construction Services team in bid preparation, proposal development, document organization, and pre-bid coordination. This role provides the organizational and administrative foundation of the team and works under the direct guidance of the Pre-Construction Services Manager or senior team members. This is the entry point into the Pre-Construction Services career track. Progression to Coordinator II requires demonstrated proficiency in core coordinator processes, platform management, and independent execution of assigned responsibilities.

What You'll Do

• Collect, organize, and maintain bid documents, drawings, specifications, and RFP materials with accurate version control, under direction.
• Input and maintain bid data in Salesforce, estimating software, and cost databases.
• Maintain bid calendar and pursuit tracking logs; manage submission deadlines and internal documentation schedules.
• Track pre-bid meetings and invitations in Salesforce; attend virtual Teams meetings and record proceedings as requested.
• Receive and manage pre-bid site visit invitations; coordinate information sharing with Field Operations.
• Assist in preparing and compiling client proposals, qualification packages, and pursuit materials.
• Submit Terms & Conditions (T&C) packages to Legal for review; incorporate redlines and track outstanding items to closure.
• Manage Certificates of Insurance (COI) requests and documentation for active pursuits.
• Support prequalification submissions and maintain vendor compliance platforms (Avetta, ISN, and similar).
• Support bid bond and performance bond processes; coordinate with bonding agents and track deadlines.
• Assist with subcontractor agreement coordination, tracking, and filing.
• Provide JDE data entry support for pre-construction and field operations requests.
• Support updates to estimating databases with validated actuals from closed projects (lessons-learned / PC9 process).

What You'll Bring

• Education: Associate's or Bachelor's degree in Construction Management, Engineering, Business, or a related field preferred; relevant experience may substitute.
• Experience: 0-2 years; construction, project coordination, or office administration experience preferred.
• Technical Skills: Proficiency in MS Office Suite required. Willingness to learn Salesforce, estimating software (HCSS HeavyBid, InEight, or equivalent), vendor compliance platforms (Avetta, ISN), EcoSys, and JDE.
• Preferred Certifications: AACE Student or Associate membership a plus.
• Other Requirements: Valid Driver's License required.
• Key Competencies: Organizational discipline, attention to detail, clear communication, deadline management, team collaboration.

Travel Requirements

• Position is based at Irby Construction, 318 Old Hwy 49 South, Richland, MS 39218.
• Travel is rare - primarily industry conferences (e.g., ESG, Avetta, ISN events) as directed.

Physical Qualifications

• Stationary position: Frequently (office-based with occasional field visits).
• Pushing / Pulling / Reaching: Seldom.
• Climbing / Kneeling / Grabbing / Bending: Seldom.
• Lift / Carry: Up to 30 lbs.

Career Path

Pre-Construction Services Coordinator I -> Pre-Construction Services Coordinator II -> Pre-Construction Services Manager

What You'll Get

• Comprehensive Medical Coverage Multiple BCBS medical plan options, all with in-network preventive care covered at no cost, the same nationwide provider network, and access to virtual care for primary care, dermatology, general medical needs, and mental health support.
• Prescription Drug Coverage included with all medical plans, plus tools and advocacy support to help manage healthcare costs.
• Dental & Vision Coverage Dental plans with 100% coverage for preventive care and orthodontia options for adults and children, plus vision coverage with annual exams and frame allowances.
• Health Savings & Flexible Spending Accounts HSA options with Fidelity, Healthcare FSA, Limited Purpose FSA, and Dependent Care FSA (up to $7,500) to help you save on eligible healthcare and dependent expenses.
• 401(k) Retirement Plan with Company Match Immediate eligibility and vesting, with a company match of 100% on the first 3% and 50% on the next 3% (up to 4.5% total match).
• Life & Disability Insurance Company-paid basic life and AD&D coverage, plus optional supplemental life insurance for employees and dependents. Short-term and long-term disability coverage helps protect your income if you're unable to work due to illness or injury.
• Employee Assistance Program (EAP) Confidential mental health, financial, family, and wellbeing support available at no cost to you and your household.
• Voluntary Benefits Optional accident, hospital indemnity, critical illness, identity theft protection, pet insurance, home/auto insurance, and long-term care coverage.
• Employee Discounts & Community Support Access to exclusive employee discounts and participation in Quanta Cares , a disaster relief fund supporting employees and families during times of need.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law. We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company's Human Resources department.