Preconstruction Coordinator – Estimating & Procurement

Company overview Hyalite Builders is a design-build general contractor specializing in high-end luxury residential, hospitality, and select commercial projects in the Hudson Valley and surrounding region. We manage complex, detail-driven work from preconstruction through closeout, with a strong focus on craftsmanship, client experience, disciplined project controls, and well-organized execution. We are seeking a highly organized, technically capable Preconstruction Coordinator to support estimating, trade bidding, purchasing, and procurement. This is a high-responsibility role for someone who enjoys turning drawings, scopes, pricing, vendor information, and project opportunities into accurate, organized, actionable work product. Position summary The Preconstruction Coordinator will work closely with ownership, estimators, and Project Managers to support the front end of high-end residential, hospitality, and select commercial projects. This role is ideal for a self-starter with commercial or residential construction experience—or relevant experience in architecture, engineering, interiors, building products, or another built-environment field—who is exceptionally comfortable with computers, spreadsheets, digital drawings, and structured systems. You do not need to be a senior estimator. However, you must be capable of learning quickly, managing your own work, following up consistently, and producing accurate work without constant supervision. Key responsibilities Estimating and budget support · Review drawings, specifications, addenda, bid documents, and other project information. · Assist with conceptual budgets, detailed estimates, quantity takeoffs, bid tabs, cost comparisons, and value-engineering analysis. · Develop, organize, and refine trade scopes, inclusions, exclusions, qualifications, and bid packages. · Help maintain current pricing, historical cost data, subcontractor/vendor lists, and estimating templates. · Assist with assembling clear, accurate budgets, proposals, and preconstruction deliverables for internal and client use. Lead and bid management · Track incoming project leads, proposal opportunities, bid calendars, due dates, addenda, and follow-up activity. · Coordinate bid invitations, drawing distribution, subcontractor coverage, quote status, and bidder communications. · Maintain clean, accurate records in company tracking systems, estimating files, and cloud folders. · Help prepare proposals, bid submissions, and presentation materials. · Procurement and purchasing · Solicit, track, compare, and level subcontractor and vendor quotes. · Source materials, equipment, and specialty vendors; obtain pricing, lead times, samples, alternates, and substitutions. · Assist with subcontract and purchase-order documentation, including scope riders, insurance requirements, compliance materials, and related exhibits. · Maintain procurement logs, long-lead tracking, vendor documentation, and buyout status. · Support a thorough handoff from preconstruction to project operations with complete, organized estimate and procurement records. Systems and process improvement · Use Excel, cloud file systems, PDF markup/takeoff software, and construction-management tools to keep project information current, organized, and usable. · Improve templates, spreadsheet tools, folder structures, naming conventions, and repeatable workflows. · Manage assigned priorities, deadlines, and follow-up independently while keeping internal stakeholders informed. · Produce well-organized work that can be reviewed, relied upon, and acted on by ownership, Project Managers, and field teams. · Construction estimating roles routinely require close review of drawings and specifications, quantity takeoffs, subcontractor/vendor solicitation, bid comparison, scope coordination, and careful documentation&mda…

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