Commercial Project Coordinator

AO - Architects Orange; Orange (CA); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, life insurance

Paid vacation and holidays

Free parking and transit access

Employee discount program (OC location

Job summary

AO - Architects Orange is seeking a Commercial Project Coordinator to provide administrative, project coordination, contract administration, and operational support to the Commercial Studio and senior leadership in our Orange, CA location.

The ideal candidate will have 3+ years of A/E project coordination experience, strong organizational skills, and proficiency in Deltek Vision, Newforma, Bluebeam, and the Microsoft Office Suite, with excellent client-facing communication.

Qualifications

• 3+ years of A/E project coordination experience preferred.
• Experience supporting architectural or engineering projects is desirable.
• Strong organization, written/verbal communication, and attention to detail.

Responsibilities

• Provide administrative, project coordination, and operational support to the Commercial Studio and senior leadership.
• Coordinate meetings, travel, meetings minutes, agendas, and project kickoffs.
• Prepare expense reports, maintain records, and manage client/consultant communications.
• Set up projects in Deltek Vision and Newforma; maintain contact databases and document control.
• Draft proposals, fee schedules, and service agreements; assist with contract negotiations and document tracking.
• Maintain project documentation including minutes, transmittals, specs, punch lists, and project directories.
• Provide front desk backup and support for client-facing activities.
• Balance administrative duties with project coordination and contract administration responsibilities.

Skills

Project coordination

Client-facing communication

Documentation management

Time management

Analytical skills

Team collaboration

Meeting scheduling

Education

High School Diploma or GED

Tools

Deltek Vision

Newforma

Bluebeam

Microsoft Office Suite

Job description

This position is 100% onsite at our Orange, California location

The Commercial Project Coordinator will provide administrative, project coordination, contract administration, and operational support to the Commercial Studio, project teams, partners, and senior leadership.

Key Responsibilities

Administrative Support

• Support project teams with daily tasks and coordination
• Manage and track email requests
• Coordinate meetings, conference calls, and project kickoffs
• Communicate with clients, consultants, and internal stakeholders
• Arrange travel, lunch meetings, reprographics, and team support services
• Provide phone and front desk backup when needed

Executive / Partner Support

• Handle special assignments for Partners and Managing Partners
• Coordinate client and consultant meetings
• Maintain electronic and written records
• Prepare expense reports and reconcile receipts

Project & Contract Administration

• Set up new projects in Deltek Vision, Newforma, and network systems
• Maintain contact databases
• Assist with RFP responses and consultant procurement
• Draft proposals, fee schedules, and service agreements
• Coordinate contract negotiations and document tracking
• Prepare project documentation including:
  • Meeting minutes
  • Agendas
  • Correspondence
  • Transmittals
  • Specifications
  • Punch lists
  • Project directories
• Maintain document scanning and filing systems

Required Qualifications

Education

• High School Diploma or GED required

Experience

• 3+ years of A/E Project Coordinator experience strongly preferred

Preferred Background

• Architecture
• Engineering
• Project Management

Technical Skills

• Microsoft Office Suite
• Bluebeam
• Newforma
• Deltek Vision

Core Competencies

• Exceptional organization and time management
• Strong written and verbal communication
• Attention to detail and proofreading ability
• Contract review and document management experience
• Analytical and problem-solving skills
• Ability to manage multiple priorities and tight deadlines
• Professional client-facing communication skills

The ideal candidate is a highly organized project coordinator with experience supporting architectural or engineering projects, managing contracts and documentation, coordinating with clients and consultants, and using industry software such as Deltek Vision, Newforma, and Bluebeam. They must be comfortable balancing administrative support, project coordination, and contract administration responsibilities simultaneously.

Why AO?

Our culture is built on collaboration, trust, and the belief that great work happens when people are supported and challenged in equal measure. You'll find a team that values:

• Strong relationships, with clients and each other
• A roll-up-your-sleeves mentality
• Continuous learning and professional growth
• Thoughtful design paired with technical rigor

At AO, you will work alongside colleagues who care deeply about what they do and are committed to building something meaningful together.

Benefits

We offer competitive compensation and a comprehensive benefits package designed to support our team. Highlights include:

• Medical, dental, life, and supplemental insurance
• Most medical plans fully paid for employee-only coverage
• Company-paid basic life insurance and long-term disability
• Retirement plan, health savings, and flexible spending accounts
• Paid vacation, holidays, and sick time
• Free parking and convenient transit access
• Employee discount program (OC location)