Administrative Project Coordinator

Duplantis Design Group; Fairhope (AL); On-site; USD 40,000 - 55,000; Full time

Job summary

A professional design firm located in Fairhope, Alabama is seeking a Project Coordinator responsible for providing administrative support and maintaining efficient office operations. The role involves managing communications, assisting with scheduling, and supporting project managers. Ideal candidates should have an associate degree, experience in administrative roles, and excellent communication skills. This position may require occasional travel and the ability to lift up to 15 pounds as needed.

Qualifications

• Ability to identify and solve complex problems.
• Excellent verbal and written communication skills.
• Extremely detail-oriented and accurate.

Responsibilities

• Provide administrative support to the assigned team and project.
• Manage and screen all calls.
• Coordinate meetings and conference room usage.
• Assist in team travel arrangements.

Skills

Problem-solving

Verbal communication

Written communication

Detail-oriented

Microsoft Office Suite

Education

Associate degree in a relevant field

Bachelor’s degree preferred

Job description

PURPOSE:

As a project coordinator, your primary responsibility will be to provide administrative support to your assigned team and project a professional company image through personal and phone interaction and inner-office coordination while utilizing sound judgment in recognizing the scope of authority.

ACTIVITIES + RESPONSIBILITIES:

• Promote DDG’s core values, both internally and externally, and comply with the DDG Company Manual
• Manage and screen all calls, direct accordingly primary phone contact.
• Schedule meetings as needed.
• Conference room coordination.
• Assist in team travel arrangements as needed.
• Receive, sort and deliver mail.
• Maintain filing system organization for respective teams and individual projects.
• Assists department with transmittals and FedEx.
• Set up proposals.
• Completing and submitting Expense Reports
• Shop drawing management.
• Assist your organization as needed.
• Maintain deadline calendar and project status list for your department.
• Schedule and coordinate internal lunch and learns and continuing education seminars
• Order and maintain office supplies.
• Complete expense reports.
• Create transmittals and schedule Fed Ex deliveries, courier deliveries, and mail project documents.
• File, scan, and archive office files and project files.
• General clerical tasks for project managers
• Help manage your team’s individual continuing education records.
• Assist PM’s by drafting design proposals and amendments.
• Maintain proposal tracking system.
• Coordinate contract review for project managers.
• Manage project logs for construction administration that the receipt of pay applications and submittals.
• Assist the PM in preparing transmittals, reviewing documentation, punch lists, etc.
• Work with PMs and APMs to develop a reusable file structure template w/ typical document used on projects already saved in folders.
• Pick Up/ Drop off project related documents from clients, municipalities, etc.
• Manage approval agencies permitting systems including project submittals, tracking reviews and approvals.
• Assist in necessary project documents for project managers such as field reports, comment response letters, meeting notes, minutes, or agendas from DDG standard templates

REQUIRED SKILLS/ABILITIES:

• Ability to identify and solve complex problems.
• Excellent verbal and written communication skills.
• Ability to be both creative and analytical.
• Extremely detail-oriented and accurate.
• Proficiency in Microsoft Office Suite

QUALIFICATIONS:

• Associate degree in a relevant field, bachelor’s degree preferred.
• Experience as an administrative assistant.

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to travel to various project sites.
• Must be able to access and navigate job sites and construction areas.