We are a leading Southern California Staffing & Recruiting Agency, and one of our best clients, an Architectural Firm with offices throughout California and the U.S., is searching for a Studio Project Coordinator for their Orange County office. (Also looking for a PM, Planner & Designer & Job Captain). Desiring a person with low/intermediate to intermediate experience in Project Coordination. From Them: 

WHY WORK WITH US:

  • Medical Plans, Most, fully paid for by Company

  • Dental, Life & Disability Insurance

  • Health Savings and Flexible Spending Accounts

  • Retirement Plans

  • CA Exam & Education Reimbursement

  • Overtime for Hourly

  • Holiday, Sick Time & Paid Vacation

  • Flex Schedule

  • Super Positive Work Environment

  • Work for an Award-Winning, CA Firm with National Reach

  • Adjacent Rail Station

  • Variety of Project Types / Studios: Multifamily, Restaurant, Retail, Structured Parking, Commercial, Mixed-Use, Hospitality, Landscape, and Industrial/Office

 WHAT YOU WILL BE DOING:

Administrative Tasks

·       GoTo Meetings – Create, edit & manage

o   GoTo meeting setup and training

o   Troubleshoot GoTo Account issues with Citrix Tech Support

·       Coordinate Team Calendar

o   Create, edit & coordinate project & executive meetings as needed

o   Main point of contact for team member’s whereabouts; receive/field calls/requests for their schedule

·       Manage Team’s Tasks

o   Create new tasks from team’s notes, staffing meetings, etc. and coordinate action items with PM’s

o   Set-up/Create new weekly/monthly meetings as needed

·       Create Folder Structure and Narratives

o   Distribute to team - TBD

·       Act as Team’s Administrator for Newforma

o   Set up projects and rules

o   Train new team members keep team up to date with software

·       Schedule internal Trainings/Workshops (GoTo, SCRUG, QA-QC, etc.)

·       Coordinate Conference Rooms with Front Desk

·       Coordinate and set up internal lunches with project team as needed

 Project Tasks

·       Create P drive and public folders for new projects

·       Set up Project in Newforma as needed

·       Save documents to IN/OUT folders per protocol

·       Draft Proposals and PSSA’s and send to Contracts Department

·       Work proactively with Contracts Department to ensure contracts are reviewed and executed in a timely manner

·       Work Proactively with Project Accounting Team to monitor budgets, and stay on top of change order needs

·       Create Fee Spreadsheets for project fees and consultant fees and send to Client

·       Create Scope of work/Deliverables document for proposals

·       Review zoning / jurisdictional / Specific Plan requirements of particular projects and note it on a spreadsheet or established form with references

·       Request Project Number from Accounting and assist project team with correct usage/allocation of task on timesheet

·       Point of contact between Client and Partner/Principal/PM for contracts & change orders

·       Follow up with Client on executed contracts as needed

·       Assist accounting with Consultant Invoice allocation for project contracts

·       Coordinate add services from billing drafts with team and accounting for change orders if needed

·       Liaison between Partners, PMs and Clients for project communication

·       Liaison between team and Contracts Department

·       Create and process consultant agreements-review/compare with client contract

·       Run project reports from Deltek Vision

·       Create, update, and distribute:

o   Meeting Minutes/Memos for project meetings

o   Meeting Agendas for multiple weekly project meetings

o   Project directories for multiple projects

o   Design Change Log

o   New Change Order Items Log for Client review/approval

·       Maintain contact information for clients, consultants and agencies in Outlook, Meeting Minutes and Project Directory

·       Create and update Project Drawings logs for Architectural and Consultant drawings as needed

·       Create transmittals

·       Create Crisp Repro orders – coordinate with Job Captain/Production

·       Construction Administration – RFI/Submittal Logging-Tracking – Coordinate with CA-PM

·       Coordinate & set up lunches for Client meetings as needed

 WHAT YOU WILL NEED FOR THIS POSITION:

  • Minimum, High school diploma/GED

  • Minimum 3 years of experience in administrative functions, including support to upper-level management

  • Ability to read and interpret documents such as contracts and other agreements

  • Ability to communicate and coordinate effectively with Partner(s) and other staff concerning designated tasks

  • Proficiency in office software applications such as Excel and Word

  • Customer Service orientation

  • Knowledge of clerical and administrative procedures

 We look forward to speaking.