Studio Project Coordinator - Amy Zimmerman and Associates

Qualifications

A combination of all or most of these essential duties is expected of the Studio Project Coordinator :

• Project Responsibilities:
• Oversee the administrative coordination of multiple projects from initiation through completion.
• Ensure all project proposal milestones are achieved and 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 the 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 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 and senior management. Follow up with PM on proposal status to obtain fully executed copies.
• Prepare and issue Consultant RFP’s
• Prepare sub-consultant 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 SharePoint 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 all project activities and deliverables meet the company’s 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 of 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, listening, time management skills, and the 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, 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 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.
• You must be highly 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.