Preconstruction Specialist

HIRING: Preconstruction Specialist

*Competitive pay based on experience and industry*

What We Offer

At Green Air, our employees and their families are our most valuable asset. We offer a comprehensive benefits package designed to provide peace of mind and support your well-being:

• Medical, Dental, and Vision coverage

• Health Savings Account

• Company-paid life insurance and voluntary life options

• 401(k) with company match

• Paid time off and holidays

• Career growth, training, and development opportunities

We would love for you to join our team!

Who We Are

Green Air, Inc. is a family-owned HVAC, electrical, and plumbing contractor serving Central Virginia since 2007. We’re committed to doing things “The Right Way,” delivering exceptional service and precision craftsmanship for both residential and commercial projects. Our team values integrity, growth, and sustainability—recycling materials and integrating green solutions wherever possible. With over 100 skilled professionals, we strive to be one of Virginia’s top mechanical contractors while fostering a culture of accountability, teamwork, and work-life balance.

What You’ll Do

The Preconstruction Specialist supports the successful launch and administration of newly awarded commercial construction projects by owning standardized preconstruction setup, documentation, tracking, and coordination activities. The role serves as a key link between Preconstruction, Project Management, Accounting, Human Resources, clients, vendors, and subcontractors and helps ensure projects are organized, compliant, and ready for turnover to the construction team.

Growth Path

This role is intended to develop broad knowledge of Green Air’s commercial mechanical preconstruction process. With demonstrated proficiency, technical growth, and increased ownership, the position may provide a progression path toward Preconstruction Coordinator and other project-focused roles within the organization.

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Duties & Responsibilities

Responsibilities include, but are not limited to:

Project Setup & Systems

· Create newly awarded projects in Sage 300 CRE and coordinate project integration into Procore.

· Complete project setup in Procore, including project information, plans, specifications, and required documentation.

· Establish initial equipment/procurement logs and submittal logs.

· Create the Procore estimate template after subjobs are established, including applicable subjobs, cost codes, and labor/material/subcontract categories.

Project Initiation & Client Coordination

· Prepare and send the initial project welcome communication following award.

· Request and track project schedules, client/GC contact information, and CAD/Revit files.

· Prepare, organize, and distribute project-specific client and internal documents.

· Maintain preconstruction task schedules and follow up on action items and deadlines.

Contract Administration & Compliance Support

· Identify project insurance requirements from contract documents and coordinate Certificate of Insurance requests.

· Provide required COIs, W-9s, and related company documentation to the client.

· Confirm whether the GC/client is existing or new and coordinate new customer setup with Accounts Receivable when required.

· Notify Human Resources of certified payroll requirements and verify applicable active business licensing.

· Escalate unusual, conflicting, or higher-risk contract requirements to the Preconstruction Manager for review.

Financial & Project Administration

· Complete project accounting setup information for turnover to the Project Management team.

· Enter the project Schedule of Values into Sage and coordinate transfer to Procore.

· Support subcontractor invoicing setup in Procore, including invoice manager assignments and project invitations.

· Distribute subcontractor invoicing responsibilities and instructions.

Vendor, Subcontractor & Submittal Support

· Work with vendors and subcontractors to obtain required equipment and submittal documentation.

· Support equipment/submittal compliance tracking and identify missing information for review by the Preconstruction Coordinator or Manager.

· Assist with duct shop quotations and related coordination.

· Support procurement and other preconstruction activities as assigned.

Department Support & Process Improvement

· Maintain organized and accurate project records throughout preconstruction.

· Support standardized checklists, templates, and departmental procedures.

· Identify workflow gaps, missing information, and approaching deadlines and proactively communicate them to the appropriate team member.

· Assist with continuous improvement of preconstruction processes and project turnover readiness.

ROLE BOUNDARIES

The Specialist owns repeatable process execution and administrative coordination. Technical equipment compliance decisions, contract interpretation/negotiation, major procurement decisions, and higher-level project issue resolution remain with the Preconstruction Coordinator and/or Preconstruction Manager.

QUALIFICATIONS

· High school diploma or equivalent required; associate degree or coursework in business, construction management, or a related field preferred.

· Experience in construction administration, project coordination, office operations, or a comparable detail-oriented role preferred.

· Strong organization, follow-through, written communication, and attention to detail.

· Ability to manage multiple projects and deadlines while maintaining accurate records.

· Proficiency with Microsoft Office; experience with Procore, Sage 300 CRE, or similar construction software is preferred but not required.

· Ability to read and navigate basic construction drawings, specifications, and project documentation is preferred.

· Comfort communicating professionally with clients, vendors, subcontractors, and internal departments.

· Demonstrated ability to learn new systems and processes and work independently within established procedures.

SUCCESS MEASURES

· New projects are established accurately and on time.

· Required documents, logs, and system information are complete and current.

· Preconstruction deadlines and open action items are consistently tracked and followed through.

· Internal and external communications are timely, professional, and accurate.

· Issues are identified early and escalated appropriately.

· Project turnover information is organized and ready for the Project Management team.