Reports To:

Senior Project Coordinator

Working Location:

In-Office

Experience:

• Administrative experience: 1-3 years (Required)
• Customer Service: 1-3 years (Preferred)
• Microsoft Office (Word & Excel): Proficiency Level (Required)
• Extensive experience utilizing ShareFile, Bluebeam, Adobe .pdf (Required)

Duties – Project Coordinator (85% of Weekly Workload):

The Project Coordinator (PC) is responsible for providing general administrative project support to assigned Project Managers and other PC’s as needed.  This position requires training, prior experience, and/or knowledge within the architectural or engineering field as a Project Manager Assistant or similar capacity.

The specific duties of the Project Coordinator include, but are not limited to, the following:

• Assist Project Manager (PM), Practice Leaders, and production staff in the implementation, organization, and project management of multi-disciplined projects.
• Utilize Deltek Ajera software to set up, update, and close projects. This program is also used to run a series of reports to verify up-to-date project information with assigned PM’s.
• Extensive proofing, drafting, and formatting documents produced for or by the PM and/or staff members. Ensure data accuracy and required inserts, consistency of style, application of JSD and client standards, and overall quality.
• Continuous follow-up, tracking, and communication with PM (s) on status, edits, and revisions needed for project documentation (proposals, contracts, A/S letters, client follow-up, etc.)
• Maintains up-to-date project files with all correspondence, documentation, legal documents, and submittal documents according to JSD standards.
• Retrieve, review, and distribute Requests for Information (RFI) and Shop Drawing (SD) submittals. Coordinate these efforts with the Project Team and Contractor(s) for all eligible projects.
• Facilitate and ensure proper secure recordkeeping of assigned PM’s documentation and correspondence related to ongoing construction projects, including change orders and Construction Bulletins.
• Assist with preparing and assembling construction specifications and contract documents.
• Maintain project timelines for all eligible projects under your assigned PM, including, but not limited to: Proposal status, RFI/SD Review status, Project Schedules (from start date to substantial/final completion), deliverable dates etc.
• Distributes project information to appropriate members of the JSD Project Team, Client Team, and other consultants in a timely fashion. May have occasional contact with Client and other outside consultants regarding transfer of information, documents, timelines, etc.
  • • • Consult with PM and Project Team on a project to ensure deliverables are sent to the Architect and/or when requested by the PM.  Ensure all disciplines are coordinated and sent together.
      • Notify PM and Project Team if Client has not provided needed information in a timely manner. Assist with follow-up correspondence if needed.
      • Distributes to the Project Team copies of all pertinent project information & documentation, etc.
      • Includes Corporate on all items regarding proposal set up, signed contract execution, billing/invoicing items such as A/S letters, WIP reports.
      • Assist PM in scheduling review meetings, coordination meetings, and progress meetings.
      • Alert PM to anything that might not be in the best interest of the project, Client satisfaction, or may have a negative effect on the team.
      • Create transmittals for outgoing mail and deliveries.
      • Monitor, receive, and compile fees from department heads for proposals.
• Assist and prepare AIA Documents as requested by PM.
• All other duties assigned by Senior PC.

Duties – Office Coordinator (15% of Weekly Workload)

The specific duties of the Office Coordinator include, but are not limited to, the following:

• Answering and directing phone calls on a multiline system.
• Maintain in-office calendars for PTO, events, conference rooms, and All Staff meetings.
• Scanning, inputting, filing, and managing large document recordkeeping.
• Organize and assist fellow employees with scheduling meetings, conference rooms, meeting catering orders, calls, and deliverables.
• Ordering equipment, making and managing service calls, ordering and maintaining office supplies, and other inventories as needed.
• Accommodate Distribution of Project-related Deliverables and Proposals via mail/FedEx/Courier/drop-off- may include some driving.
• Assist HR in desk preparation for new hires as needed.
• Responsible for maintaining kitchen cleanliness daily, including loading/unloading dishwasher, wiping down counters, and restocking counter supplies.
• Manage and communicate with the office cleaning company and landlord for needs, issues, and changes as needed.
• Schedule and coordinate vehicle maintenance for fleet trucks – as directed by Survey Manager. 

Required Capabilities:

Must display a consistent

• Extensive knowledge of standard proofing practices for contracts, language, grammar, format styles, and punctuation.
• High degree of professional writing skills for all forms of communications as described above.
• High degree of attention to detail, time and task management, and organization.
• Effective and professional communication skills on multiple platforms, including in-person, phone, email, Teams, and in meetings.
• Ability to quickly prioritize and multitask on concurrent responsibilities in a fast-paced environment.
• Ability to work occasional extended hours as required to meet client, client meeting and/or business demands.

Key Milestones for Advancement:

• Has proactively sought to develop writing, document review skills, and software proficiency through self-learning avenues.
• Has demonstrated a consistent motivation to learn and improve upon technical skill set.
• Consistently demonstrates professional communication and behavior in the office.
• Is able to independently prepare project-related documents and efficiently track and communicate project status with minimal oversight.
• Takes initiative and ownership over assigned tasks through project completion.
• Demonstrates basic understanding of disciplines and project planning that JSD is involved in.
• Demonstrates a commitment to advancing JSD project coordination processes and voicing improvement ideas to better the product.

Essential Functions of Position:

• 6-8 hours a day on the computer
• Standing, walking, bending, squatting multiple times a day for up to 8 hours