Design Project Coordinator

Position Summary

The Design Project Coordinator provides administrative support to the Senior Director of Design Services and project managers. This role helps manage design project documentation, supports contract processes, and serves as a key point of contact for clients and team members. A professional and friendly demeanor is essential for both in-person and phone interactions.

Key Tasks

• Project Support: Assist with contracts, budgets, and design project documentation from start to finish.
• Specifications Management: Help develop and manage design specifications and workflows.
• Subconsultant Coordination: Track insurance, maintain records, and support ongoing relationships.
• Contract Administration: Prepare and distribute subcontracts, change orders, and purchase orders.
• Meeting Coordination: Schedule, attend, and document project meetings.
• Document Management: Maintain organized digital and paper files for all project-related materials.
• Software & Data Entry: Use tools like Smartsheet, Procore, and WAWF for tracking and billing.
• Invoice Processing: Support invoice coding and submission.
• General Admin: Handle correspondence, printing, and other administrative tasks as needed.

Education and Training Requirements

• Education: High school diploma required; associate or bachelor’s degree preferred.
• Experience: 5+ years in a related role.
• Citizenship: U.S. citizenship and ability to obtain security clearance.
• Skills:
  • Familiarity with AEC industry terms.
  • Proficiency in MS Office; knowledge of Procore, Smartsheet, and Bluebeam is a plus.
  • Strong communication, organization, and multitasking abilities.
  • Ability to work independently and in teams.

Work Environment & Travel

• Occasional travel required; valid driver’s license and insurance needed.

Code of Ethics