Program Coordinator – Architecture

Ware Malcomb; Denver (CO); On-site; USD 52,000 - 74,000; Full time

Job summary

Ware Malcomb is seeking a Program Coordinator to support the daily operations of our program and project teams across all project phases, from development to construction administration. You will collect, organize, and maintain project data, ensuring accuracy and compliance, while supporting contract and fee administration and invoicing processes.

In this role you will coordinate documentation through ACC and dashboards, maintain filing structures, and help project managers with submittals,

Qualifications

• 2+ years of administrative, clerical, or project support experience required.
• 2+ years of experience as a Construction Administrator, Construction Project Coordinator, Architectural Project Coordinator, or similar role preferred.
• Proficiency with Microsoft Office Suite.
• Experience with Autodesk Construction Cloud (ACC), Procore, or similar PM software preferred.
• Experience with Microsoft Project, Primavera, or similar scheduling software preferred.
• Familiarity with Smartsheet or ability to learn new software quickly.
• Strong organizational, written, and verbal communication skills with attention to detail.
• Ability to manage multiple priorities and deliver high-quality work.
• Knowledge of administrative, documentation, and billing processes.
• Ability to build collaborative relationships across cross-functional teams and with clients.

Responsibilities

• Develop and maintain responsibility matrices, workflows, templates, and program documentation for process improvements.
• Collect, organize, and maintain project data and documentation from stakeholders.
• Coordinate project documentation through ACC, dashboards, and e-signature tools.
• Support contract and fee administration by processing contracts, amendments, and reviews.
• Manage invoice and pay application processes with contractors, suppliers, and accounting.
• Assist project managers with submittals, RFIs, compliance docs, and records.
• Update project dashboards and client portals to reflect current status.
• Provide responsive communication and high-quality customer service to stakeholders.

Skills

Administrative support

Microsoft Office

Communication

Cross-functional collaboration

Attention to detail

Time management

Project coordination

Tools

ACC/Procore

Microsoft Project

Primavera

Smartsheet

Job description

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

As a Program Coordinator at Ware Malcomb, you will support the daily operations of our program and project teams by providing administrative assistance throughout all phases of project delivery, including project development, design, preconstruction, and construction administration. In this role, you will collect, process, organize, input, and maintain project data and documentation from various sources and stakeholders to support the administrative, reporting, compliance, communication, and documentation needs of active projects.

Your Role

• Develop and maintain responsibility matrices, standardized workflows, templates, and program documentation to support business process improvements and ensure consistency across the full project lifecycle.
• Collect, process, organize, and maintain project data, documentation, and correspondence from internal and external stakeholders in accordance with established processes and project requirements, ensuring accuracy, timeliness, and compliance.
• Coordinate project documentation and deliverables through platforms such as Autodesk Construction Cloud (ACC), project dashboards, and electronic signature tools, maintaining file structures, workflows, permissions, and project records.
• Support contract and fee administration by processing contracts, amendments, and additional services; coordinating contract reviews; tracking contract values, fee allocations, scope changes, and status; and maintaining contract logs and related documentation.
• Manage invoice and pay application processes by coordinating with contractors, suppliers, and accounting teams to process invoices, pay applications, purchase requests, change documents, and other financial documentation while tracking approvals, collections, discrepancies, and closeout requirements.
• Assist project managers with administrative project deliverables, including processing submittals, requests for information (RFIs), compliance documentation, bills of sale, change documents, and other project records to support successful project execution.
• Maintain accurate project information and reporting by updating project dashboards, client portals, and program tracking tools to reflect current project status and ensure documentation remains organized and accessible.
• Provide responsive communication and high‑quality customer service to internal and external stakeholders, meeting project commitments, identifying opportunities to improve service, incorporating feedback, and providing general administrative support as needed.

Qualifications

• 2+ years of administrative, clerical, or project support experience required.
• 2+ years of experience as a Construction Administrator, Construction Project Coordinator, Architectural Project Coordinator, or in a similar project support role preferred.
• Proficiency with Microsoft Office Suite.
• Experience with Autodesk Construction Cloud (ACC), Procore, or similar construction/project management software preferred.
• Experience with Microsoft Project, Primavera, or similar project scheduling software preferred.
• Familiarity with Smartsheet or the ability to quickly learn new software and business systems.
• Strong organizational, written, and verbal communication skills with exceptional attention to detail.
• Ability to think critically, manage multiple priorities, and consistently deliver high-quality work.
• Knowledge of administrative, documentation, and general billing processes.
• Ability to build collaborative relationships and work effectively across cross‑functional teams, as well as with clients and external partners.

This is a full‑time, long‑term position.