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—these are the central functions of this position.

Required qualifications

· 2–5+ years of experience in construction, estimating, purchasing, procurement, project engineering, construction administration, architecture, engineering, interior design, building products, or a related built-environment field.

· Strong computer and systems aptitude, including high comfort with Excel, Word, email, cloud file storage, and digital document organization.

· Demonstrated ability to manage multiple deadlines, details, and follow-up items without losing track of commitments.

· Clear written and verbal communication skills with subcontractors, vendors, design professionals, and internal team members.

· Strong organizational skills and a disciplined, self-directed approach to work.

· Ability to read and work from architectural drawings, specifications, scopes, and construction-related documents, or the demonstrated ability to learn this skill quickly.

· Ability to work from the Millerton, NY office at least 3–4 days per week, with occasional travel to project sites as needed.

Preferred qualifications

· Experience supporting estimates, quantity takeoffs, bid solicitations, bid leveling, budgets, purchasing, or procurement.

· Experience in high-end residential, hospitality, commercial interiors, or other detail-driven construction work.

· Familiarity with Bluebeam Revu, PlanSwift, On-Screen Takeoff, BuildingConnected, Procore, Buildertrend, Sage Estimating, or similar software.

· Strong Excel capability, including formulas, sorting/filtering, pivot tables, cost comparisons, and structured tracking tools.

· Familiarity with subcontractor/vendor scopes, purchase orders, insurance requirements, contract exhibits, and buyout documentation.

· Construction-related degree or coursework in Construction Management, Architecture, Engineering, Building Science, Interior Design, or a related field—or equivalent practical experience.

· Software familiarity is preferred, not mandatory; the right candidate can be trained on the specific systems Hyalite uses. Construction-estimating postings commonly identify Excel, estimating/takeoff tools, plan/specification review, bid leveling, and project-management platforms as valuable capabilities.

Work location, schedule, and flexibility

Primary work location: Millerton, NY, with occasional visits to surrounding project sites.

Typical schedule: Full-time, Monday–Friday.

This is primarily an office-based and project-support role. Consistent in-person collaboration is expected during onboarding and active preconstruction efforts.

After successful onboarding and demonstrated command of responsibilities, limited remote work—generally up to 1–2 days per week—may be available depending on workload and project needs.

Local housing may be available during the week for candidates commuting from outside the immediate area who do not wish to relocate full-time.

Compensation

Salary range: $60,000–$90,000 per year, depending on relevant experience, technical proficiency, software capability, and ability to independently manage estimating and procurement responsibilities.

Candidates with direct construction estimating, bid coordination, procurement, takeoff, or preconstruction experience will be considered toward the upper end of the range. Compensation growth is expected as the successful candidate assumes increased ownership of estimating, procurement, and preconstruction workflows.

Candidate profile

The successful candidate will:

· Be exceptionally organized, detail-oriented, and dependable.

· Enjoy using software, spreadsheets, digital drawings, and systems to make work more accurate and efficient.

· Be comfortable owning their work product, managing their time, and following through without close daily supervision.

· Be proactive about identifying missing information, scope gaps, pricing issues, and upcoming deadlines.

· Communicate clearly and professionally with vendors, trades, consultants, and internal teammates.

· Be interested in building a long-term career in Construction Management.

· Be comfortable working in a rural setting while supporting sophisticated, design-driven work for clients and design teams based in major markets.

How to apply

Please submit:

· A resume summarizing your relevant experience.

· A brief note describing:

· Your experience with construction, estimating, purchasing, procurement, project coordination, architecture, engineering, interiors, or related work.

· The software, spreadsheets, document-control systems, or project-management tools you have used.

· Why you are interested in a preconstruction-focused role with Hyalite Builders.

Pay: $60,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Which software tools have you used for Excel/spreadsheets, digital takeoffs, PDF markups, estimating, cloud file management, or project/construction management? Please briefly describe how you used them.
• Describe your experience organizing pricing, vendor or subcontractor quotes, project documents, estimates, purchase orders, scopes, or bid information. What system or process did you use to keep the information accurate and current?

Experience:

• Construction or Built-Environment: 2 years (Preferred)

Ability to Commute:

• Millerton, NY 12546 (Required)

Work Location: Hybrid remote in Millerton, NY 12546