Project Coordinator

Design Collaborative; Fort Wayne (IN); On-site; USD 42,000 - 65,000; Full time

Job summary

Design Collaborative seeks an organized Project Coordinator to support Studio Leaders and Project Managers. You will ensure procedures are followed, deliverables stay on track, and coordination between design teams, clients, and contractors is seamless.

The role emphasizes service orientation and excellence in a collaborative studio environment. Responsibilities include documenting project data in Newforma and Ajera, preparing meetings, handling contract docs, and maintaining files.

Qualifications

• 2–4 years of admin support experience; AEC experience preferred
• Strong organizational and interpersonal skills
• Ability to coordinate with design teams, clients, contractors
• Detail oriented with service mindset and initiative
• Proficient in Newforma, Ajera, Revit, Bluebeam, and MS Office

Responsibilities

• Document project information in Newforma, Ajera, and other locations; ensure accuracy
• Schedule and participate in project kickoff and check-in meetings
• Assist in drafting and distributing deliverables; ensure QA standards are met
• Draft/edit/execute contract documents from award to closeout
• Lead AHJ plan review applications with PM support
• Log and distribute submittals, RFIs, and other docs to team members
• Produce project update reports for project team and client as needed
• Coordinate onboarding/offboarding and IT helpdesk interactions
• Support studio leaders with scheduling, PTO, and project assignments
• Provide training on firm tools (Newforma, Ajera, Helpdesk, Bluebeam, MS Office)

Skills

Organizational skills

Interpersonal skills

Communication skills

Teamwork

Problem solving

Adaptability

Attention to detail

Tools

Newforma

Ajera

Revit

Bluebeam Revu

MS Office

Job description

Design Collaborative Project Coordinators have a finger on the pulse of their studio and its projects. They assist their Studio Leaders and Project Managers in ensuring studio and project procedures are organized and followed, that deliverables are on time, and goals are on track. DC Project Coordinators lead with a service-oriented approach to all duties, are committed to excellence and dedicated to the success of the team. They are responsible for effective coordination and administrative execution between design teams, clients, and contractors, both in design and construction.

Education and Experience:

• 2 to 4 years of experience in an administrative support role, Architectural-Engineering-Construction (AEC) experience strongly preferred

Knowledge, Skills, and Abilities:

• Passion and dedication to the success of the team and strives for excellence with a strong attention to detail.
• Strong organizational and interpersonal skills.
• Strong communication and collaboration skills to facilitate close work with internal departments, consultants, contractors, and clients in achieving deadlines and quality work.
• Ability to work as part of a team and autonomously with minimal guidance and supervision.
• Ability to organize and prioritize workload and make necessary adjustments in meeting strict deadlines.
• Ability to apply logical steps to problem solving and consistently strives for better solutions.
• Ability to adapt to changes in processes and assignments and learn new tasks as requested, with a desire for continual personal and professional development.
• Ability to anticipate team and project needs and takes initiative to prepare.
• Knowledge of design and construction administration processes sufficient to coordinate project needs with the support of Project Manager.
• Ability and desire to learn the industry, and new technologies and processes.

General Duties and Responsibilities:

Project Coordination

• Document key project information in Newforma, Ajera and other locations as necessary, consistently and accurately.
• Schedule, prepare and participate in project kick-off and check-in meetings.
• Assist in the assembly and distribution of project deliverables as directed, serving as the final quality assurance measure to ensure all materials distributed from DC meet the standard of
• Participate in the drafting, editing and execution of contract documents from project award through project closeout.
• Initiate and finalize the project specification process, completing Divisions 00-01 with project manager support and coordinating technical sections with the internal project team and external consultants.
• Lead the AHJ project plan review application and submission process with minimal support from the Project Manager.
• Receive, log, and distribute submittals, RFIs and other construction administration documentation accurately to appropriate team members and ensure a timely return to necessary parties.
• Field CAD file requests and export appropriately through Revit as necessary.
• Produce project update reports for communication with project team, including the Project Manager, General Contractor and Client as needed.
• Maintain clean and organized project materials, physically and digitally.
• Serve on a team of administrative professionals who communicate, collaborate, and support each other across studios, providing back up coverage for other project coordinators and reception as necessary.
• Liaise between internal team members and internal IT Coordinator during onboarding, offboarding, seating re-assignments and occasional routine helpdesk support.
• Serve as a key resource for studio leaders by assisting them with various studio-management responsibilities, including but not limited to PTO entry, preparation and facilitation of scheduling meetings, proactive monitoring and coordination of team member project assignments, and other administrative tasks as necessary.
• Proactively assist project managers by actively monitoring and keeping current Ajera hours management, revenue projections, contracts status, and other administrative tasks as
• Provide expertise and training for the adoption of firmwide tools, including but not limited to Newforma applications, Ajera, Helpdesk, Bluebeam Revu and Microsoft Office Suite.