Design & Engineering Coordinator

Worldwide Mission Critical; Northern (KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Worldwide Mission Critical is seeking a Design & Engineering Coordinator to support the VP of Design & Engineering in running design reviews, standards governance, vendor evaluation, and document control across a concurrent multi-project portfolio.

This role handles drawing sets, specifications, submittals, RFIs, and compliance trackers, and will keep multi-discipline review cycles on schedule across time zones without prompting.

Qualifications

• 5+ years supporting engineering, architecture, or data center teams.
• Experience with drawing sets, specs, RFIs, and submittals.
• Advanced Excel, PowerPoint, Word, Outlook, and SharePoint.
• Ability to manage design review cycles and document control.
• Excellent organizational skills and proactive item closure.

Responsibilities

• Maintain project document structures and revision control on SharePoint and PM platforms.
• Log and track drawing sets, specifications, submittals, RFIs, and design review comments; confirm receipt and closure.
• Assemble review packages and track responses across time zones.
• Coordinate multi-discipline and multi-time-zone reviews.
• Build meeting agendas, capture minutes, and maintain action items with owners/due dates.
• Support bid processes and onboarding of consultants and vendors.
• Maintain standards, templates, and ensure current docs published and accessible.
• Manage VP calendar, travel bookings, and prepare presentation materials.

Education

Degree in architecture or engineering

Tools

Procore

Autodesk Construction Cloud/BIM 360

Newforma

Sitetracker

Bluebeam Revu

Job description

All Jobs > Design & Engineering Coordinator

The Design & Engineering Coordinator supports the VP of Design & Engineering in running design reviews, standards governance, vendor evaluation, and document control across a concurrent multi-project portfolio.

This is not a general administrative role. The successful candidate will handle drawing sets, specifications, submittals, RFIs, and compliance trackers directly, and will be trusted to keep multi-discipline review cycles on schedule without prompting.

Core Responsibilities

Document Control

• Maintain project document structures, file naming conventions, and revision control across SharePoint and project management platforms


• Log, distribute, and track drawing sets, specifications, submittals, RFIs, and design review comments; confirm receipt and closure


• Issue and archive transmittals; maintain current-revision registers so teams are never working from superseded documents


• Control access permissions and confidentiality requirements on tenant-sensitive documentation

Project Coordination

• Track design review cycles against stage-gate milestones; flag slipping deliverables before they become schedule impacts


• Maintain compliance and deviation logs (OPR vs. BOD), RFI logs, and bid comparison matrices under the direction of the VP


• Assemble review packages for internal and tenant distribution, including consolidated comment logs and response tracking


• Coordinate multi-discipline and multi-time-zone reviews

Meetings, Workshops, and Follow-Up

• Build agendas, capture minutes, and maintain action item registers with owners and due dates


• Drive follow-up to closure; elevate stalled items rather than letting them sit


• Coordinate logistics for design workshops, kickoffs, and knowledge-transfer sessions, including materials preparation

Resource and Vendor Support

• Support bid processes: RFP distribution, bidder Q&A logs, proposal intake, and comparison workbook population


• Onboard consultants and vendors to document platforms and naming standards


• Maintain contact registers, consultant scopes, and design team org charts across projects


• Track candidate pipelines and interview scheduling for design and engineering hires

Standards Governance

• Maintain and version-control company design standards, checklists, and templates


• Ensure current standards are published, indexed, and accessible to project teams

Executive Support

• Manage a heavily loaded calendar across multiple time zones, including travel booking and itinerary management


• Prepare presentation materials, expense reports, and correspondence

Requirements

• 5+ years supporting engineering, architecture, construction, or data center development teams


• Demonstrated document control experience on active design or construction projects


• Working fluency with drawing sets, specification sections, submittal and RFI workflows, and design phase deliverables (SD/DD/CD/IFC)


• Advanced Excel, PowerPoint, Word, Outlook, and SharePoint


• Experience with at least one AEC platform: Procore, Autodesk Construction Cloud/BIM 360, Newforma, Sitetracker, Bluebeam Revu, or equivalent


• Exceptional organization and follow-through; comfortable owning action item closure without reminders


• Clear, concise written communication; able to summarize technical status accurately for executive review

Preferred Qualifications

• Direct data center or mission-critical facility experience


• Familiarity with OPR/BOD frameworks, commissioning documentation, and deviation log methodology


• Exposure to MEP, electrical, and structural terminology sufficient to route comments to the correct discipline


• Experience coordinating across international teams and code environments


• Degree or certificate in architecture, engineering, construction management, or a related technical field

Success in the First 90 Days

• All active projects operating on a single, enforced document structure and naming convention


• Action item registers current and accurate for every recurring project meeting


• Zero instances of teams reviewing superseded documents


• VP's review queue prioritized and prepared in advance, with supporting documents assembled