Pre-Qualification Coordinator

About Willmeng Arizona-based Willmeng Construction is a 100-percent employee-owned general contractor that has been dedicated to helping our people build their “Genuine Place of Purpose” since 1977. We prioritize our exceptional company culture, which has us ranked in the Top 5 of the Phoenix Business Journal’s Best Places to Work for more than a decade and made us the only Arizona construction firm on the Inc. Best Workplaces list for three consecutive years. We have earned multiple appearances on AZ Big Media’s Most Admired Companies list, and ranked No. 1 for Healthiest Employers for two consecutive years. Our people and our culture have also created an atmosphere that encourages going above and beyond for our clients and our community. Our team’s dedication to its craft has earned us NAIOP (CREDA) Arizona General Contractor of the Year six times, while at the same time donating more than $1 million annually to community organizations. Our strategic vision focuses on supporting prelease transactions, competitively bidding projects of all sizes, and fostering our altruistic service culture by recruiting highly talented individuals of great character who want to make a genuine impact on our communities. The Role The Pre-Qualification Coordinator supports Willmeng’s trade partner onboarding and renewal process by coordinating document intake, tracking compliance requirements, maintaining accurate records, and communicating with trade partners and internal Estimating and Project Operations teams. This role helps ensure trade partners meet Willmeng’s prequalification standards and project requirements, enabling efficient contracting, mobilization, and ongoing compliance. This role requires detail-oriented document control, disciplined follow-up and deadline management, professional communication, and cross-departmental coordination, all approached with process discipline and a continuous improvement mindset. The work is primarily office-based with prolonged computer use, occasional lifting of office materials up to 25 lbs., and occasional jobsite visits for orientation or coordination. Success means prequalification and renewal files that are complete, accurate, and easy to audit; shorter submission-to-approval cycle times through proactive follow-up; few or no mobilization delays from missing or expired documents; and positive feedback from trade partners and internal stakeholders on responsiveness and clarity. What you will accomplish Prequalification Intake & Processing Serve as a primary point of contact for trade partners completing initial prequalification or annual renewal. Send prequalification instructions, forms, and required documentation lists; answer routine process questions. Collect, organize, and review submissions for completeness (e.g., forms, certifications, insurance, safety documentation, financial references as applicable). Track status of each trade partner in the prequalification system/spreadsheet and follow up on missing or expired items. Renewals & Ongoing Compliance Tracking Maintain renewal schedules and proactively notify trade partners of upcoming expirations and renewal deadlines. Monitor time-sensitive documents (e.g., insurance certificates, EMR letters, OSHA logs, licenses, surety letters, and request updates as needed). Support periodic audits of trade partner files to ensure records are current and complete. Document Control & Data Management Maintain accurate digital filing and naming conventions in Willmeng’s document management platform: SharePoint, Procore, BuildingConnected, TradeTapp. Ensure sensitive information is handled securely and in accordance with company policy. Communication & Coordination Coordinate with internal teams to resolve constraints that delay approval (missing documents, unclear scope, insurance limits, safety requirements, etc.). Provide professional, timely communication that reflects Willmeng’s standards and supports strong trade partner relationships. Process Improvement & Team Support Help standardize templates, checklists, and email scripts to improve consistency and cycle time. Recommend workflow improvements. Provide general team support to the Trade Partner/Prequalification function (meeting notes, tracking logs, correspondence, etc.). What we would like you to have High school diploma or GED required; Associate degree or equivalent experience preferred. 2+ years of administrative experience; construction, subcontractor management, or vendor compliance experience strongly preferred. Strong organizational skills and attention to detail; ability to manage multiple active files and deadlines. Proficiency with Microsoft Office (Excel, Outlook, Word); comfort learning new software platforms. Strong written and verbal communication skills; professional customer-service approach. <span style="font-family: arial, helv