Specialist, Preliminary Notice

About the role

The Preliminary Notice Specialist is responsible for the coordination, administration, and supervision of preliminary notices. This role acts as a safety net and support resource when the outside vendor encounters issues and serves as a dedicated resource for internal and external partners, including subcontractors and suppliers—by providing essential prelim information data and supporting mechanics lien research. The role exists to support the preservation of the company's mechanics lien, stop payment notice, and bond claim rights across California and every other state where the company works, ensuring errors do not cost the company its right to get paid.

Responsibilities

• Gather and verify essential project data, including the owner/reputed owner, general contractor, direct contracting party, construction lender, and APN/parcel details, prior to vendor submission.
• Independently cross-check ownership, lender, and parcel data against county assessor/recorder records, title reports, and contract documents.
• Review the vendor's preliminary notice output to ensure accuracy regarding parties, amounts, project descriptions, and required statutory content.
• Support the tracking of the "first furnished" dates, monitor at-risk deadlines, and confirm the vendor serves each notice within the applicable statutory window.
• Maintain a comprehensive and searchable tracking log, collect and file proofs of service, and log contracts or change orders as necessary.
• Serve as the primary liaison with the preliminary notice vendor, responding to platform alerts, flagging discrepancies, and escalating issues to management or legal.
• Provide dedicated support to the collections team during lien filings by researching properties, responding to counsel questions, and providing bonds around liens.
• Respond to internal inquiries and subcontractor requests for preliminary notice information, distributing details to other departments as needed.

Requirements

• Comprehensive knowledge of preliminary notice rules and mechanic's lien frameworks across multiple states (including California Civil Code 8000 et seq.), understanding how they preserve lien/bond claim rights.
• Strong data-verification and audit skills, with a high degree of organization and the ability to maintain 98% accuracy in all work products.
• Familiarity with county property records, preliminary service portals, and utilizing the internet/AI to research property information.
• Ability to effectively identify and verify property owners, general contractors, and construction lenders.
• Capability to recognize bonded/public jobs and confidently confirm payment/performance bond and surety details.
• Excellent written, verbal, and interpersonal communication skills, including the ability to negotiate and resolve conflicts.
• Extensive proficiency in Microsoft Word (document creation) and Excel (graphs, reports, forms, formulas, and functions).
• Operating knowledge of AI tools (such as Gemini prompts and Gems) for research and Excel programming (e.g., writing macros).

Qualifications

• Minimum 2+ years of experience in construction credit, lien/notice administration, contracts, or collections.
• Extensive computer knowledge, including experience with internet research, Excel, Word, and AI tools.
• College degree preferred.
• Previous paralegal experience or exposure to construction law desired.

Skills

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it with minimal supervision.
• Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Motivation/Dedication: Commits to excellence in pursuing unselfish goals, takes responsibility, and shows personal humility.
• Technical Curiosity/Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; openness to learning and change.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Uses emotion and logic to communicate a persuasive vision and connect with people.
• People Skills: Is approachable and gains the mutual trust and respect of others; understands people’s strengths and weaknesses.
• Communication: Fosters open, honest, candid, and respectful communication; effectively assesses and defines issues in a timely manner.
• Teamwork: Effectively works toward common goals by supporting, encouraging, and sharing information in an authentic manner.
• Big Picture: Understands and contributes to the organization’s short- and long-term business strategy.
• Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives.
• Execution: Translates vision into action, identifies and removes barriers, and demonstrates effective time management and prioritization.
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement; accepts feedback and takes responsibility.

Pay

Competitive wages ranging from $26 to $37 per hour. Actual compensation is determined by factors unique to each candidate, including job-related skills, depth of experience, certifications, relevant education or training, and specific work location.

Schedule

This is a non-exempt position from Monday through Friday. Work hours begin and end between 8:00 am and 5:00 pm with a one-hour break for lunch and two rest breaks. Eight hours per day is required, and occasional overtime may be necessary for business needs.

Physical Demands

• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required include close vision and ability to adjust focus.
• Prolonged sitting.
• Frequently required to reach with hands and arms.
• Occasionally required to stand, walk, stoop, kneel, or crouch.

Travel Requirements

Travel required 0-5% of the time to other office locations.

About Us

ACCO Engineered Systems is one of the largest mechanical contractors in the country. Since 1934, owners and builders have selected ACCO to design, install, and maintain more than 250,000 mechanical projects. ACCO is dedicated to the design, fabrication, installation, maintenance, and service of commercial and industrial HVAC, refrigeration, plumbing, process piping, and building automation systems.

Here at ACCO, we are a part of something bigger. Our projects include the California Academy of Sciences, L.A. Live, and San Francisco 49ers Stadium. While we have been around for 80+ years, we continue to grow at a dynamic pace. As a 100% employee-owned ESOP, we’re a private company with a family-oriented feel. Several of our employees have worked at ACCO for twenty-five, thirty, and even over forty years!