Project Coordinator

dbHMS; Chicago (IL); Hybrid; USD 52,000 - 70,000; Full time

Job summary

dbHMS’s Design Studio in Chicago seeks a Project Coordinator to support Project Managers and Design Engineers in executing client-facing projects. You will facilitate communication with clients and internal teams, manage project logistics, and assist leadership on initiatives promoting team growth.

The role emphasizes organization, proactive communication, and the ability to work with multiple stakeholders in a dynamic environment in our Chicago office.

Qualifications

• Associates degree in Administrative, Architectural or Design related field is required; higher education considered if strong commitment.
• Proficient in Microsoft Office; Outlook, Word, Excel; proficiency test may be required.

Responsibilities

• Coordinate project deadlines, milestones and deliverables using project management software.
• Assist with project setup, team communication, and documentation organization.
• Schedule internal and external meetings and maintain project logs.
• Take notes and draft meeting minutes for review by Project Manager.
• Assist the Project Manager in monitoring financial health of projects.
• Support proposals and contracts and help with project staffing.
• Facilitate client communications regarding project logistics and documentation.

Skills

Strong organizational skills

Proficient Microsoft Office

Verbal and written communication

Team player

Education

Associates degree in Administrative/Architectural/Design

Tools

Microsoft Office

Job description

Our Design Studio team, in ourChicagooffice, is seeking aProject Coordinator. This role supports firm leadership and Project Managers in the execution of their responsibilities as client managers, team managers, and representatives of the firm.

Firm Overview

Do more thanjustbuild!AtdbHMS,we are acollection of doers and thinkers. We combine our passion for engineering with ourclient’s visionto realize successful construction projects in our community and worldwide. Together with our clients, we are dedicated to leaving a legacy of stewardshipand innovation through our impact on the built environment.Our staff of talented individuals and unique characters are united in their dedication to deliver high-performance,efficient,and sustainable buildings worldwide.

Our dynamic work environment

Our dynamic work environmentprovides the perfect opportunity to advance your careerwhile developing and fine-tuning yourskillsalong with offeringasupportiveofficeculture, diverse workforce,flexible work schedules,andregularsocial events.AtdbHMS, you will findeverything you need for an exciting, challenging, and rewarding career.

dbHMS is committed to a diverse workforce and to providing a safe, accessible workplace. Most duties will be performed in an office environment. dbHMS currently operates with both hybrid and remote-only work policies. While performing the duties of this job, the employee is regularly required to sit and the work typically requires the use of hands to type and the ability to talk and hear. The typical week consists of five, eight-hour shifts.

dbHMS offers a competitive benefits package* that includes:

• 401(k)
• Insurance - Health, Dental, Vision and Life
• Paid Time Off
• Professional Trade Organization Due Re-Imbursement
• Waiting period may apply.

Position Overview

Project Coordinators assist Project Managers and Design Engineers in the execution of their projects. Project Coordinators are responsible for facilitating communication with clients about project logistics and documentation, as well as facilitating communication with the internal dbHMS team. Additional responsibilities include assisting leadership on initiatives that promote team development and the firm’s growth.

This position is client facing, and the candidate is expected to be comfortable representing the company to external clients and other industry professionals, which is paramount in the execution of our work.

Essential Job Functions

• Project Coordination
  • Administer project deadlines, internal milestones, and deliverable requirements using our project management software.
  • Assist with new project setup including team communication, project folder setup, and project documentation organization.
  • Coordinate and schedule internal and external meetings.
  • Maintain current project logs for open and action items.
  • Take notes and assemble draft meeting minutes for review by Project Manager.
  • Facilitate transfer of deliverables to client by the established deadline.
  • Track client requests to help the project team respond in a timely manner.
  • Assists Project Manager to ensure projects are properly staffed in our project managment software.
  • Manages project documentation and maintains an organized file structure for each project.
  • Assist with proposals and contracts.
  • Assist the Project Manager in monitoring the financial health of their projects.
• Construction Administration
  • Assist with tracking construction administration correspondence including submittals, RFI’s, and change orders.
  • Proactively facilitates communication with Project Manager, internal team, and client to ensure open construction issues are resolved in a timely manner.
• Skills and Qualities
  • Demonstrates strong organizational skills and ability to keep track of various items with awareness on their level of importance.
  • Proficient Project Coordinators have an intuitive understanding of how to move projects forward based on the deliverable, client’s expectations, composition of the team, and the individual Project Manager.
  • Proactively informs the Project Manager of items requiring their attention or intervention based on the circumstances. Demonstrates awareness and ability to discern project needs.
  • Demonstrates confidence in managing up and willingness to learn.
• Additional Administrative Initiatives
  • Assist with firm initiatives and improvements under supervision of leadership.

Requirements

• Minimum Education: Associates degree in an Administrative, Architectural or Design related field. Some Higher Education will be considered if candidate demonstrates a strong commitment to the position.
• Proficient in Microsoft Office; particularly Outlook, Word and Excel. Candidate may be required to take a proficiency test.

Additional Preferred Qualifications

• Knowledge of the A/E/C field is desired.
• Customer service experience is desired.

Personal Qualities, Other Skills/Abilities

• Strong organizational skills and ability to keep track of various items with awareness on their level of importance.
• Demonstrates a positive attitude.
• Strong work ethic with the ability to work in a team environment and independently.
• Excellent verbal and written communication skills.
• Motivated self-starter and fast learner.