Project Coordinator
Job Opportunities

Project Coordinator

Executive Summary

As the studio Project Coordinator, you will provide coordination and administrative support throughout the life of the projects within the studio. You will assist with proposal development, resource allocation, invoicing, and project close-out. You will oversee various aspects of each project and work closely with the project managers.

Role & Responsibilities

  • Manage project schedules
  • Establish and maintain project billing schedules
  • Assist project managers with Project Status Reports
  • Determine resource allocation needs based on project budgets and PM feedback
  • Manage project plans based on resourcing needs
  • Assist PMs with accounts receivables
  • Oversee the invoicing process for projects within the studio
  • Consistently provide a high level of customer service to staff, clients, vendors, business partners and guests
  • Managing workload – prioritizing work, follow up of outstanding items, and ensuring deadlines are met
  • Provide coordination and administrative support throughout project phases:
    • Project Start-Up Tasks: Including contracts, RFP’s/proposal letters, work authorizations, creation and/or maintenance of project directories, opening project and sub-project numbers, establishing project billing schedules and resourcing plans
    • Early Project Phases Tasks: Including but not limited to accurate project files documentation (hard copy and electronic), print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, meeting coordination and Teams set-up as required, preparation of meeting agendas and meeting notes
    • Construction Documentation/Administration Phases Tasks: include file sharing, print coordination, logging RFIs & submittals
    • Project Close-Out Tasks: include filing, financial system close out and punch lists
  • Responsible for assisting Accounting and Managers in assembling invoices
  • Request insurance certificates
  • Schedule and coordinate meetings; Attend meetings, if necessary, for taking minutes and documenting other information
  • Special duties and projects, as assigned or necessary

Education

  • Bachelor’s Degree preferred

Experience

  • 3+ years of experience as a project coordinator or other similar administrative role
  • Experience within an architecture or design firm (highly desired)
  • Ability to effectively prioritize with strong time management skills in a fast-paced environment
  • Superior verbal and written communication skills
  • Highly organized with a strong attention to detail
  • High level of professionalism and strong sense of urgency
  • Intermediate to advanced skills in MS Office Suite (Outlook, Excel, Word, PowerPoint)
  • Ability to work with minimal guidance; Proactive, motivated self-starter
  • Proficiency with Zoom, Microsoft Teams and conferencing systems – web and telephonic
  • Flexibility and ability to handle and manage change effectively and efficiently
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