Office Coordinator/Project Coordinator

BA; Seattle (WA); On-site; USD 50,000 - 61,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

401(k) with employer match

Paid vacation

Sick leave

Holiday time

Volunteer time

Job summary

BA in Seattle seeks an Office Coordinator/Project Coordinator to join the team. You will support project teams with documents, manage files, and coordinate between internal teams and consultants.

A detail-oriented professional who enjoys a small office environment will thrive. Responsibilities include drafting and proofreading proposals and contracts, handling project administration, meetings, travel, and office logistics.

Qualifications

• A minimum of two years experience in an office setting, ideally in a Construction, Architecture, Engineering or Professional Services environment.
• Proficiency in Word, PowerPoint, Outlook, and Excel; adaptability to new software is a plus.
• Professional written and verbal communication.
• Self-motivated, detail oriented and able to work independently.
• Ability to support multiple people and manage multiple tasks in a deadline-driven environment.
• Strong organization and scheduling skills.

Responsibilities

• Draft and proofread documents to support project teams, including proposals, contracts, and specification documents.
• File and/or scan architectural documents on an ongoing basis.
• Create, distribute, track and file critical project documentation such as contracts and digital data use agreements.
• Coordinate between internal project team, accounting team, consultants, and construction team.
• Support construction administration by logging submittals and RFIs through project team software.
• Open projects in firms project software and enter and maintain project data completely and accurately.
• Manage construction phase documents (RFIs, submittals, shop drawings, change orders, field reports).
• Coordinate meetings and travel; assist with planning of office events.

Skills

Word

PowerPoint

Outlook

Excel

Communication

Detail oriented

Organizational skills

Scheduling

Multitasking

Team coordination

Tools

Adobe InDesign

Google Docs

Deltek Vision

Vantagepoint

Job description

Be a part of a dynamic team and the opportunity to make a difference in people's lives. BA is a leader in design for healthcare, senior living, workplace, and science and technology, providing sustainable architecture and interior design services from thriving offices in Seattle, Boulder, Charlotte, Dallas, Irvine, Los Angeles, Phoenix, Sacramento, and San Francisco.

Position Overview:

We are seeking an Office Coordinator/Project Coordinator to join our Seattle team. Successful candidates will enjoy multi-tasking, customer service and have a strong attention to detail. Top candidates will be looking for a small office environment and will be eager to learn quickly and progress in their careers.

• Draft and proofread documents to support project teams, including proposals, contracts, and specification documents
• File and/or scan architectural documents on an ongoing basis
• Create, distribute, track and file critical project documentation such as contracts and digital data use agreements
• Send and receive information to/from consulting engineers
• Support construction administration by logging submittals and RFIs, etc. through project team software
• Coordinate between internal project team, accounting team, consultants, and construction team
• Organize and maintain project files
• Distribute meeting agendas and meeting minutes
• Support Project Managers with work planning and staffing/scheduling
• Open projects in firms project software and enter and maintain project data completely and accurately
• Manage construction phase documents (Requests for Information, submittals/shop drawings, applications for payment, change orders, field reports)

Office Administrative Responsibilities:

• Support the local project coordinator with administrative duties as requested
• Assist with the coordination of meetings and travel
• Lead or assist with the planning of various office events such as weekly Forum and happy hour, in-office product rep visits and lunch & learns, office fun days, holiday parties, and other social gatherings
• Assist in submitting expense reports as neededCoordinate incoming and outgoing mail and packages
• Answer phones and route calls
• Serve as the administrative assistant to the principals, as needed
• Interface with IT to ensure efficient and organized resolution to office-wide technology issues
• Manage office materials and supplies (keeping track of stock, ordering, organizing, etc.)
• Maintain the copy room, kitchen, lounge, and conference rooms
• Assist with new employee workstation setup & preparing conference rooms for meetings
• Interface with building management to ensure maintenance needs are communicated and coordinated in a timely manner
• Miscellaneous administrative duties, as assigned

Required Qualifications:

• A minimum of two years experience in an office setting, ideally in a Construction, Architecture, Engineering or Professional Services environment
• Proficiency in a variety of business software to include Word, PowerPoint, Outlook, and Excel Additionally, a general aptitude for adopting new software solutions and experience in any of the following would be a plus: Adobe InDesign, Google Docs and Deltek Vision or Vantagepoint.
• Professional written and verbal communication
• Self-motivated, detail orientated and able to work independently
• A commitment to great service
• Ability to support multiple people and manage multiple tasks in a deadline-driven environment
• Strong organization and scheduling skills

Physical requirements needed to perform the essential functions of the job, with or without reasonable accommodation:

• Ability to operate a keyboard, mouse, phone and perform repetitive motion (keyboard); writing (notetaking); reading and analyzing written material.
• Ability to sit for long periods; stand, sit, reach, bend, lift up to thirty (30) lbs.
• Ability to express or exchange ideas to impart information to the public and internal employees and to convey detailed instructions accurately and quickly.

The MINIMUM salary for this position is approximately equivalent to an annual salary of $55,000, depending on experience. We offer employees a full benefits package including (but not limited to) medical, dental, vision, and life insurance, a 401-k plan with an employer match, and paid vacation, sick, holiday, and volunteer time.

Thank you for your interest in our firm!