Commercial Project Coordinator

Architects Orange LLP; Orange (CA); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, life insurance

Retirement plan

Paid time off

Free parking

Transit access

Employee discount (OC location)

Job summary

Architects Orange LLP invites a highly organized Commercial Project Coordinator to join our Orange, CA office. This role provides administrative support, project coordination, and contract administration for the Commercial Studio and senior leadership, with interaction across clients and consultants.

You will manage meetings, travel, records, and project documentation, while supporting procurement, proposals, and communications.

Qualifications

• Must have high organization and communication skills.
• Experience supporting architectural or engineering projects is preferred.
• Proficiency with industry software such as Deltek Vision, Newforma, and Bluebeam.

Responsibilities

• Provide administrative support to project teams and executives.
• Coordinate meetings, travel, and correspondence for the Commercial Studio.
• Set up new projects and maintain project records in Deltek Vision and Newforma.
• Draft proposals, service agreements, and contract documents.
• Coordinate contract negotiations and document tracking.
• Prepare meeting minutes, agendas, and project documentation.

Skills

Excellent organization

Strong written and verbalCommunication

Attention to detail

Contract review

Document management

Analytical problem-solving

Multitasking under deadlines

Client-facing communication

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)