Project Coordinator

dbHMS; Chicago (IL); Hybrid; USD 60,000 - 75,000; Full time

Job summary

dbHMS in Chicago seeks a Project Coordinator to support our Commissioning Studio leadership and Project Managers in client management, team coordination, and project administration. The role emphasizes clear communication, organized records, and timely deliverables within a collaborative office environment.

You will facilitate meetings, track milestones, and help manage documentation, proposals, and contracts while contributing to the firm’s growth and ongoing projects.

Qualifications

• Associates degree in Administrative, Architectural or Design related field.
• Proficient in Microsoft Office; Outlook, Word and Excel.
• Knowledge of the A/E/C field is desired.
• Customer service experience is desired.

Responsibilities

• Coordinate project deadlines, milestones, and deliverables using project management tools (Wrike, Procore, Autodesk).
• Assist with project setup, team communication, and documentation organization; schedule meetings.
• Support construction administration: submittals, RFIs, and change orders; maintain open communications with the Project Manager and clients.
• Assist leadership to promote team development and firm growth.

Skills

Verbal communication

Written communication

Organizational skills

Teamwork

Client communication

Proactive communication

Self-motivated

Education

Associates degree in Administrative, Architectural or Design related field

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Overview

dbHMS employs engineers in mechanical, electrical, and plumbing design; industry professionals focusing on sustainability and technical concepts; lighting designers; technology engineers; and commissioning and construction experts. We are a diverse group of individuals that share the passion and verve to develop cutting-edge engineering and design solutions that make a positive impact on our surroundings.

Location

Chicago, IL

Position

Project Coordinator

Firm Overview

Do more than just build! At dbHMS, we are a collection of doers and thinkers. We combine our passion for engineering with our client’s vision to realize successful construction projects in our community and worldwide. Together with our clients, we are dedicated to leaving a legacy of stewardship and 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 Commissioning Studio team, in our Chicago office, is seeking a Project Coordinator. This role supports the Studio's leadership and Project Managers in the execution of their responsibilities as client managers, team managers, and representatives of the firm.

Our dynamic work environment provides the perfect opportunity to advance your career while developing and fine-tuning your skills along with offering a supportive office culture, diverse workforce, flexible work schedules, and regular social events. At dbHMS, you will find everything 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 Commissioning Leadership 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 various project management software applications (i.e. Wrike, Procore, Autodesk).
• 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 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.
  • Manage project documentation and maintain 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.
  • Coordinate workflow throughout all project stages.
  • Maintain project construction schedules and update accordingly.
• Skills and Qualities
  • Excellent verbal and written communication skills.
  • Demonstrate strong organizational skills and ability to keep track of various items with awareness of their level of importance and priority.
  • 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 and intervention based on the circumstances. Demonstrates awareness and ability to discern project needs.
  • Demonstrates confidence in managing up, willingness to learn, and resilience by taking feedback in stride.
  • Strong work ethic with the ability to work in a team environment and independently.
• Additional Administrative Initiatives
  • Assist with firm initiatives and improvements under supervision of Cx 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

• Highly organized working style.
• Excellent verbal and written communication skills.
• Motivated self-starter and fast learner.