Design Build Project Coordinator

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Design Build Project Coordinator

Position based in Wilton, CT

Salary range: $60,000 - $80,000 depending on experience

Must be legally authorized to work in the United States

Glengate is seeking a talented and organized individual to join our Design, Build, and Outdoor Furnishings and Décor (OFD) team as a Design Build Project Coordinator! The successful candidate is committed to exceeding client expectations and demonstrating excellence. In this role, you will project a professional image in all communications with clients, employees, and vendors. If you excel in a fast-paced environment and provide exceptional customer service, can balance and possess strong time management and prioritization skills while remaining composed under pressure, we want to hear from you!

JOB SUMMARY: The Design Build Project Coordinator is a key position  in the success of our Design, Build, and OFD departments. This multi-functional role is full-time, year-round, and provides 5-star customer service to our clients and associates. The role enhances operational efficiency, ensures seamless cross-team coordination, and provides high-level administrative and strategic support to drive project and organizational success.

RESPONSIBILITIES:

• Develop and manage team schedules, meetings, and cross-department collaboration to ensure seamless project execution.

• Oversee project timelines to prevent delays and ensure completion within scope and budget.

• Lead the implementation and optimization of workflows and standard operating procedures (SOPs) to enhance productivity.

• Serve as a liaison between Design, Build, and OFD teams, ensuring alignment on project goals and deliverables.

• Coordinate and facilitate vendor selection, including quotes, contracts, and procurement, to ensure cost-effective decisions.

• Track and analyze project insights, compile post-project reviews, and present recommendations for process improvements.

• Oversee budget tracking, invoice approvals, and financial documentation to ensure department expenses align with forecasts.

• Assist with estimations and change orders, ensuring accuracy and alignment with project scope.

• Extract estimations from Aspire software and review for accuracy.

• Ensure all vendor and subcontractor documentation complies with company policies, including licenses, insurance, and contracts.

• Manage project documentation systems to ensure all project information is getting distributed throughout the departments in a timely and organized manner.

• Manage compliance documents, including permits, zoning requirements, and risk assessments, to prevent project liabilities.

• Manage AR and AP efforts for the departments working with Accounting department to ensure responsible cash flow and collections.

• Provide strategic administrative support, ensuring all client-facing materials uphold Glengate’s professional standards.

• Handle and resolve client inquiries, escalating concerns only when necessary.

• Lead logistics for client presentations, including design materials, samples, and visual assets.

• Oversee vendor and subcontractor relationships, maintaining an up-to-date directory of preferred partners.

• Collaborate with marketing to ensure all external communications align with brand guidelines.

• Oversee and coordinate onsite events, ensuring smooth execution and alignment with business objectives.

• Arrange travel logistics, including accommodations, itineraries, and reimbursement tracking.

• Manage and maintain office spaces, ensuring project materials and samples are organized and accessible.

• Research, recommend, and implement tools or processes that improve team efficiency and project outcomes.

• Provide oversight of Aspire software to ensure seamless tracking of estimations, budgets, and workflows.

KNOWLEDGE & REQUIREMENTS:

• 5+ years in project coordination, business operations, or administrative leadership within design-build, construction, or a related industry.

• Proven ability to make independent ope