We are a leading Southern California Staffing & Recruiting Agency, and one of our best clients, an Architectural Firm with offices throughout California, 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:
NOTE: Must Have:
2+ year's Project Coordinator experience in an AEC Firm; Architecture, Engineering or Construction
Onsite / Hybrid - Have the ability to be onsite FT, (Hybrid eventually possible)
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
Helpful if you have worked as a Project Coordinator or Studio Assistant or Development Coordinator or Department Assistant or Contract Coordinator or Contract Administrative Assistant
TO APPLY: please send a Resume and, if applicable, a Portfolio HERE