Design Project Coordinator

The Austin Company; Irvine (CA); On-site; USD 53,000 - 81,000; Full time

Benefits offered by this job

Medical and Dental

Life Insurance

STD

LTD

401K with matching

Job summary

The Austin Company, a leading design, engineering, and construction firm, seeks a Design Project Coordinator to support the Engineering Department in coordinating project transmittals and ERs, maintaining specifications, and handling document control. The role emphasizes independent work, discretion with confidential matters, and strong communication.

Ideal candidates will have an associate or bachelor's degree with at least 5 years in admin/clerical or project coordination roles.

Qualifications

• Associate or bachelor’s degree preferred.
• 5 years’ experience in administrative, clerical, project coordination, or engineering support role or similar.
• Strong interpersonal skills and ability to exercise good judgment with confidential matters.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), MasterSpec, and BlueBeam Revu.
• Excellent organizational, project management, and recordkeeping skills with ability to take meeting minutes.
• Excellent written and verbal communication skills with strong attention to detail.

Responsibilities

• Provide administrative support for Engineering Projects, collaborating with Discipline Managers and Design Project Managers.
• Support project transmittals and Engineering Releases (ERs) including assembling documentation packages, routing drawings and specifications, tracking approvals, and maintaining release logs.
• Maintain and control Engineering technical specifications ("Book Specs") including document revisions, review cycles, archiving, and distribution of current versions.
• Schedule project meetings and design reviews; attend meetings and record accurate meeting minutes and action items for distribution.
• Produce professional documents, presentations, agendas, logs, and status reports using company software platforms.
• Maintain engineering project spreadsheets, document registers, and departmental tracking tools.
• Support audits and internal reviews by retrieving controlled engineering documentation as requested.
• Sort and distribute physical mail for local Engineering Operations, including occasionally preparing and shipping engineering mail and packages.
• Support general clerical duties including copying, scanning, printing, document formatting, and records retention.
• Support the print room and office supplies for engineering operations.
• Provide administrative support for the Director of Engineering for department and project work.
• Support expense reports, travel coordination, onboarding documentation, and other administrative needs for engineering leadership.
• Assist Engineering leadership in maintaining professional licenses and certifications (e.g., PE licenses), including tracking renewal deadlines, maintaining licensing records, coordinating continuing education documentation, preparing and submitting renewal applications, and processing associated fees and documentation.
• Identify opportunities to improve engineering administrative workflows to ensure Engineering Operations run smoothly.

Skills

Interpersonal skills

Written & verbal communication

Attention to detail

Project coordination

Education

Associate degree

Bachelor’s degree

Tools

MasterSpec

BlueBeam Revu

Microsoft Office

Job description

Brief Description

Are you ready to embark on an extraordinary career journey? Look no further than The Austin Company, where greatness is not just a goal, but a way of life. As a leading design, engineering, and construction firm with a rich legacy dating back to 1878, Austin offers unparalleled opportunities for growth, innovation, and professional development. Join our dynamic team and be part of a company that is at the forefront of shaping the future of industries worldwide. With a commitment to excellence, a collaborative work environment, and a passion for delivering exceptional results, Austin empowers its employees to reach their full potential and make a lasting impact. Discover the limitless possibilities that await you at www.theaustin.com and embark on a rewarding career journey with Austin.

Are you ready to embark on an extraordinary career journey? Look no further than The Austin Company, where greatness is not just a goal, but a way of life. As a leading design, engineering, and construction firm with a rich legacy dating back to 1878, Austin offers unparalleled opportunities for growth, innovation, and professional development. Join our dynamic team and be part of a company that is at the forefront of shaping the future of industries worldwide. With a commitment to excellence, a collaborative work environment, and a passion for delivering exceptional results, Austin empowers its employees to reach their full potential and make a lasting impact. Discover the limitless possibilities that await you at www.theaustin.com and embark on a rewarding career journey with Austin.

The Design Project Coordinator supports the Engineering Department by coordinating project transmittals and Engineering Releases (ERs), maintaining controlled technical specifications, performing document control and records management functions, capturing and distributing project meeting minutes, supporting clerical and mailroom operations, and assisting engineering leadership with maintaining professional licensing and renewals. Must have the ability to exercise good independent judgment in a variety of situations, possess excellent written and verbal communication skills, administrative and organizational expertise, and maintain a balance among multiple engineering project priorities. The ideal candidate must have the ability to work independently on projects from conception to completion, use tact and discretion when dealing with confidential technical and business matters, and skillfully handle a wide variety of activities while meeting deadlines.

Requirements

• Associate or bachelor’s degree preferred.
• 5 years’ experience in an administrative, clerical, project coordination, or engineering support role or similar business role.
• Strong interpersonal skills and ability to exercise good judgment with confidential matters.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Master Spec, and BlueBeam Revu.
• Excellent organizational, project management, and recordkeeping skills. Ability to take meeting minutes.
• Excellent written and verbal communication skills with strong attention to detail.

Summary

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these Essential functions.

• Provide administrative support for the Engineering Projects, collaborating with Discipline Managers and Design Project Managers.
• Support project transmittals and Engineering Releases (ERs) including assembling documentation packages, routing drawings and specifications, tracking approvals, and maintaining release logs.
• Maintain and control Engineering technical specifications ("Book Specs") including document revisions, review cycles, archiving, and distribution of current versions.
• Schedule project meetings and design reviews; attend meetings and record accurate meeting minutes and action items for distribution.
• Produce professional documents, presentations, agendas, logs, and status reports using company software platforms.
• Maintain engineering project spreadsheets, document registers, and departmental tracking tools.
• Support audits and internal reviews by retrieving controlled engineering documentation as requested.
• Sort and distribute physical mail for local Engineering Operations, including occasionally preparing and shipping engineering mail and packages.
• Support general clerical duties including copying, scanning, printing, document formatting, and records retention.
• Support the print room and office supplies for engineering operations.
• Provide administrative support for the Director of Engineering for department and project work.
• Support expense reports, travel coordination, onboarding documentation, and other administrative needs for engineering leadership.
• Assist Engineering leadership in maintaining professional licenses and certifications (e.g., PE licenses), including: Tracking renewal deadlines, maintaining licensing records, coordinating continuing education documentation, preparing and submitting renewal applications, and processing associated fees and documentation.
• Identify opportunities to improve engineering administrative workflows to ensure Engineering Operations run smoothly.

Austin offers a comprehensive benefit package including Medical and Dental, Life, STD, LTD, and 401K with matching as well as a competitive salary with opportunity for advancement.

The Austin Company is an EEO and DFWP Employer

Austin is wholly owned subsidiary of Kajima.

The hiring/salary range for this position in California is $53,000 - $80,500 per year. Please note that this is a just a suggested framework and salaries could fall outside of this. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience amongst other factors.