Design Coordination Specialist

Gray AES; United States; On-site; USD 50,000 - 70,000; Full time

Job summary

Gray AES in Lexington, KY is seeking a Design Coordinator to support project document control and design coordination. You will manage drawing reviews, coordinate with Architects and Engineers, and assist with onboarding consultants within Forma and other platforms.

You will ensure timely delivery of documents, maintain organized file structures, and support QA/QC processes with Bluebeam and related tools. This role is based in our Lexington office and involves cross-team collaboration.

Qualifications

• Associate’s degree or at least five years of relevant experience.
• Experience in a professional services firm or similar environment preferred.
• Proficiency with Microsoft Office tools for business communication, presentations, and collaboration.
• Knowledge of industry-specific software such as Bluebeam, FormaBIM360, Egnyte, and/or Procore is a plus.
• Strong verbal and written communication skills and the ability to coordinate effectively with professionals across teams.
• Strong organizational skills, attention to detail, and the ability to manage competing deadlines while maintaining accurate project records.

Responsibilities

• Utilize Bluebeam Xtreme to manage review sessions, update drawing sets, create hyperlinks and bookmarks, maintain sheet names, and prepare forms.
• Coordinate drawing preparation and routing for review and sealing by the Architect of Record (AOR) and Engineer of Record (EOR).
• Coordinate Consultant Registration Information for Cover Sheets.
• Assist with internal project document reviews at defined review stages.
• Track review comments and outstanding action items, coordinate follow-up with responsible team members, and flag unresolved items before document release.
• Coordinate the tracking, distribution, and filing of Design Supplemental Instructions (DSIs), as directed by project leadership.
• Support QA/QC reviews and coordinate review sessions, document readiness, and reviewer follow-up in support of QA/QC processes, including Bluebeam Studio Sessions.
• Manage Project Setup and Administration in Forma, including adding and managing team members, configuring consultant toolbox, establishing permissions and coordinating document sharing.
• Monitor Project Schedule and Milestones, maintain awareness of schedules and deadlines, and communicate important dates to the project team.
• Coordinate document control for each project, utilizing Forma and Egnyte to manage Document Releases and Current Drawings.
• Maintain consistent document naming, revision tracking, and file organization for easy access to current drawings.
• Onboard Consultants, introducing them to Gray AES processes, tools and project expectations to ensure smooth integration.
• Set up and coordinate consultants' model and document sharing on Forma.
• Identify and communicate missing information, document discrepancies, access issues, and potential delays to project leadership.
• Coordinate document activities across multiple projects, aligning priorities with deadlines.

Skills

Communication

Team coordination

Organizational skills

MS Office

Attention to detail

Education

Associate’s degree

5+ years of relevant experience

Tools

Bluebeam Xtreme

FormaBIM360

Egnyte

Procore

MS Office

Job description

Gray AES in Lexington, KY is seeking a Design Coordinator to support project document control and design coordination. You will manage drawing reviews, coordinate with Architects and Engineers, and assist with onboarding consultants within Forma and other platforms.

You will ensure timely delivery of documents, maintain organized file structures, and support QA/QC processes with Bluebeam and related tools. This role is based in our Lexington office and involves cross-team collaboration.