Preconstruction & Procurement Coordinator

About us

Cepheus Homes is a Florida general contractor building luxury townhomes, single-family homes and duplexes

across St. Petersburg, Tampa, the Gulf beaches and Sarasota. We run several projects at once, from permit through

certificate of occupancy, and we are building the systems and team to do that cleanly at scale.

The role

This position owns the stretch between "we have a permit" and "the job is running smoothly." You will take every

project from approved plans to a fully bid, fully contracted, fully set-up job, then keep materials and paperwork

moving through construction until the certificate of occupancy is issued.

It is an administrative role for someone with real construction background. You do not need to run a jobsite, but

you need to read a plan set, understand a scope of work, and know when two bids are not actually covering the

same thing.

What you will do

Project intake and bidding

• Once a permit is issued, set up the project: upload and organize the full plan set and project documents in

Google Drive

• Run project intake: confirm the correct plan versions, surveys, permit documents and project contacts are in

place

• Send bid packages to our preferred vendors and subcontractors for every trade

• Perform or verify quantity takeoffs so bids can be checked against the plans

• Build a bid comparison in Excel for each trade and level the bids so we are comparing like for like: same scope,

same inclusions and exclusions, same quantities

• Present a clear recommendation for approval, with the reasoning behind it

Subcontractor onboarding and contracts

• Send every new subcontractor our master checklist and collect the required documents before work starts:

certificate of insurance, W-9, license verification and our vendor packet

• Get subcontract agreements and task orders fully signed before any work begins, including our 10% retainage

terms

• Keep a contract log for each project: vendor, scope, price, payment terms, insurance expiration and dates

• Collect signed lien releases before payments go out

• Keep growing our vendor base: find, vet and onboard new subcontractors and suppliers we should be working

with

Construction management software

• Set up our construction management platform (Buildertrend or JobTread) from day one: we are implementing

it now and you will own the build-out

• Load all active projects, plan sets, schedules, budgets and cost codes

• Connect our subcontractors and vendors in the system and keep it current

• Make the platform the single source of truth for bids, contracts, purchase orders and documents

Procurement during construction

• Set up and manage company trade accounts with our suppliers (Lowe's, Ferguson and others) so all purchasing

runs through Cepheus Homes accounts

• Own the purchasing plan for each project: windows, doors, appliances, fixtures, materials and long-lead items

• Place and track orders, confirm delivery dates, and flag anything that will not arrive before it is needed on site

• Coordinate deliveries with the project manager and resolve shortages, backorders and returns quickly

Inspections and testing

• Call for third-party framing and MEP inspections

• Schedule waterproofing inspections and window water testing

• Coordinate between the inspector and the project manager so any deficiencies are corrected and re-inspected

quickly

• Track every inspection report through to a passed, closed-out result, on time

Construction administration

• Coordinate utility requirements, including temporary power and early power release with TECO and Duke

Energy

• Support scheduling and day-to-day construction administration for the project team

• Track and coordinate close-out items through to the certificate of occupancy

What we are looking for

• 3+ years in construction administration, preconstruction, estimating or procurement, ideally residential or light

commercial

• Hands-on experience bidding out projects and leveling subcontractor bids

• Able to read construction drawings and perform or check quantity takeoffs

• Experience with Buildertrend or JobTread (having set one up is a strong plus)

• Strong Excel skills

• Very organized, with the follow-through to chase vendors, documents and signatures until they are done

• Clear written communication with subcontractors, suppliers and utilities

Nice to have

• Florida construction experience: permitting, Notices of Commencement, private provider inspections and lien

law

• An existing network of subcontractors and suppliers in the Tampa Bay area

• Experience with luxury or custom residential projects

Compensation

$65,000 – $75,000 per year, depending on experience. Full-time position based in the Tampa Bay area, with regular

visits to active job sites.

How to apply

Email your resume to [email protected] with a short note on the largest project you have bid out or procured for, and which construction software you have used.

Pay: $65,000.00 - $75,000.00 per year

Work Location: Hybrid remote in Tampa, FL 33602