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.
The person in this role will also serve as the Office Administrator providing day-to-day administrative support to help the office run smoothly. From ordering office supplies and coordinating schedules for meetings, to serving as a welcoming first impression for the Design Collaborative office, the Project Coordinator / Office Administrator plays an essential role in the success of our Charlotte, North Carolina team.
Education and Experience
- 5+ years of experience in an administrative support role, A/E/C experience preferred but not required.
Knowledge, Skills, Abilities
- 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.
- Proficiency with Microsoft office suite (Excel, Word, PowerPoint).
- Passion and dedication to the success of the team and strives for excellence.
General Duties and Responsibilities
The following duties are normal for the position. These are not to be construed as exclusive or all-inclusive.
Other duties may be required and assigned.
Project Coordination
- Document key project information in information management software such as Newforma, Ajera and Bluebeam 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 excellence.
- 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 building department and plan review agency 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.
- Manage digital asset request from clients and third-party partners.
- 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.
Studio Coordination
- Serve on a team of administrative professionals who communicate, collaborate, and support each other across studios, providing back up coverage for other project coordinators.
- Liaise between internal team members and 3rd party IT manager 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 necessary.
- 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.
- Manage communication with industry partners and vendors, including scheduling of in-person and teleconference vendor visits.
Office Administration
- Organize and/or assist with organization of office events such as luncheons, meetings, and guest/client events.
- Maintain adequate inventory of office supplies, and re-order/stock as necessary.
- Assist with office logistics, such as shipping and receiving of samples and documents, local pickup and delivery of items with vendors and partners, etc.
- Support project teams with clerical needs (e.g., printing plans, document formatting).
- Assists in the identification of the client’s goals and expectations for quality, price, and schedule.
Compensation and Benefits
- Competitive salary commensurate with education, credentials, experience, skills, and position
- Benefits including but not limited to medical, dental, vision, life insurance, short term disability, long term disability, and health savings account (including company contributions)
- 401(k) and Roth IRA retirement plans (including company contributions)
- Paid Time Off
- Holiday Pay
- Wellness program
- Bonus program
- Flexible scheduling
Why Join Design Collaborative?
Design Collaborative is a people-first employer with a culture built around six core values: put people first, own it, give back, love what you do, choose fun, and live up to our name. Whether you desire to work in a creative environment, enjoy working with teammates and clients, enjoy solving problems, or you seek opportunities to be innovative, Design Collaborative has much to offer.
Since 1992, Design Collaborative has been improving people’s worlds through our commitment in creating people-first places. Our firm is made up of architects, engineers, interior designers, environmental graphic designers, project managers, as well as other related support staff. Each of our design studios are made of inter-disciplinary teams to create an environment that fosters communication and collaboration, which ultimately leads to highly engaged teams and integrated high-quality designs. We are passionate people, delivering remarkable results to create a better world.
Ready to join the DC Team? Email your resume to: work@designcollaborative.com
Design Collaborative is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, veteran status, disability status, or other applicable legally protected characteristics.