October 24, 2024

AO

Studio Project Coordinator

To perform various administrative functions to support the Studio, senior staff, and general operations of the organization.
A combination of all or most of these essential duties are expected of the Studio Project Coordinator position within AO:

Project Responsibilities:
- Oversee the administrative coordination of multiple projects from initiation through completion.
- Ensure all project proposal milestones are achieved and that proposals are delivered on time.
- Assist with construction administration responsibilities including organizing and maintaining project files during Bid/Construction/Closeout phases. Maintain logs of Submittals, Change Order Requests, and Requests for Information, as well as other general construction administration responsibilities.

Client and Manager Communication:
- Facilitate effective communication and collaboration among all parties involved in the project proposal process.
- Attend regular project meetings conducted by project manager. Prepare agendas and document meeting outcomes and action items.
- Assist PM or marketing with Client RFP responses while adhering to brand guidelines Provide support including writing, proofreading, editing, and formatting of all proposal content.
- Project manager is responsible for all direct communication with Client.
Documentation and Reporting:
- Oversee the preparation, maintenance, and organization of comprehensive project documentation, including contracts, reports, and correspondence.
- Ensure the accuracy and completeness of all project proposal documents and compliance with company standards.
- Produce and present detailed project proposal status reports to project managers, senior management. Follow up with PM on proposal status to obtain fully executed copies.
- Prepare and issue Consultant RFPs
- Prepare subconsultant agreements for PM to review
- Prepare fee schedules/memos for PM review
- Upon receiving draft fees from PM, prepare contract addenda for PM review
- Issue Notice to Proceed and/or Consultant Agreements to Consultants
- Preparing and/ or transcribing agendas, addendums, bulletins, punch lists, project directories, correspondences, memos, plan check response letters, specifications, transmittals, etc.
- Scan and file copies of all manager mark-ups related to proposal documents
- Update residential contract spreadsheet Project Tracker
- Manage Share Point residential templates
Administrative:
- Provide a high-level of administrative support to project managers and senior management.
- Manage project schedules, calendars, and travel arrangements for project-related activities.
- Maintain a professional relationship with colleagues, clients, and project teams via the appropriate communication channels.
- Coordinate and attend training sessions
- Create, edit and maintain contacts in Contact Directory
- Font desk support, as needed
- Meeting Support, as needed
- Scan and file documents
- Perform all other duties as assigned.
Quality Assurance:
- Ensure that all project activities and deliverables meet the companys quality standards and comply with relevant regulations and codes.
- Conduct thorough reviews of project work to identify and address any issues or discrepancies.
- Editing and proofreading skills for accuracy, and consistency.

Education and/or Experience

2-5 years relevant proposal coordination experience, preferably in the architecture, engineering or construction industry.
Minimum High school diploma/GED
Previous A/E experience preferred.
Proven track record of successfully managing multiple projects simultaneously
Proficiency in project management software and tools.
Strong leadership and team management skills.
Excellent organizational, communication, coordination and interpersonal skills.
Excellent verbal and written communication and listening skills and time management skills with ability to interact at all levels.
Excellent writing skills including editing, grammar, and spelling.
Detail-oriented with a strong focus on accuracy and quality.
Strong attention to detail including proofreading.
Strong analytical, critical thinking, and problem-solving skills, maturity, credibility, confidence, and integrity.
Must possess interpersonal skills using tact, patience, and courtesy.
Comfortable speaking up to clarify, correct or add new ideas, interacting with leadership daily.
Works collaboratively across the team and independently, when required.
Ability to take ownership of tasks and initiatives and move them forward to completion.

Proficient in Microsoft Office Suite, Bluebeam, Newforma, and Deltek Vision preferred.

Additional Desired Skills:

In-depth knowledge of project management principles and best practices.
Ability to work independently and make informed decisions in a fast-paced environment.
Must be extremely organized.
Ability to work well under pressure, juggle and prioritize multiple projects, and adjust work accordingly, often against tight deadlines.
Ability to read and interpret documents such as contracts and other agreements.

Supervisory Responsibilities
No supervisory responsibilities associated with this position.
Work Environment
There are no unusual work environment characteristics required in terms of those an employee encounters while performing the essential functions of the job, including heat or cold, work locations, chemicals, or toxic substances. There is moderate business office noise only. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Requirements: