Project Coordinator

Description

Who We Are
At OAC, we do what we love in the service of people who love what we do. This means that we have many different disciplines with one common goal: to serve our clients and communities as trusted partners while focusing on how design and construction can improve all aspects of the built environment. To accomplish this, we focus on hiring professionals who are experts in their fields, inspire others, enjoy sharing knowledge, and see collaboration as not only an asset, but a necessity. If you are passionate about your work and would like to work in a positive, energized environment, then you’ll find a home with us.

Who You Are

The Project Coordinator (PC) is responsible for assisting multiple projects by providing team support, internal project controls, contract administration, and fiscal management to each Project Manager. The PC communicates within the team and other departments professionally in a fast-paced, team environment with tight deadlines among various projects.

What You Will Do:

Team Support

1. Provide meeting support including scheduling, ordering catering, reserving conference rooms, setting up physical or virtual meetings, and attend as necessary.
2. General administrative support including file management, tracking documents, technical editing and formatting of project documents, requests to assist with marketing support.
3. Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirement.
4. Provide shipping, mailing, courier support as needed.

Internal Project Controls

1. Work with project managers to efficiently and accurately set-up projects in OAC systems and track that all initial requirements are met. 
2. Maintain accurate project files throughout the life of projects. 
3. Participate in development, maintenance, and implementation of business and administrative procedures.
4. Develop, modify and/or maintain all document and report templates.

Contract Administration

1. Issue and track master contracts.
2. Create contract files, log and track all engagement letters/contracts including contract drafting and contract change management.
3. Lifecycle management of contract from project set-up to archiving.
4. Prepare, organize, and /or coordinate files and information used in execution of client engagements.
5. Prepare and issue task orders in accordance with client contract and coordinated project manager.
6. Request current project specific Certificates of Insurance and distribute, as necessary.
7. Process and track contracts, change orders and other project documentation as required.
8. Prepare and distribute project closeout documents.

Fiscal Management

1. Monitor actual vs. budget expenses per contract and communicate discrepancies accordingly.
2. Assist with forecasting and project data tracking and verify fee forecast rates for accuracy. 
3. Update budgets for client engagements.
4. Review and confirm invoices for payment in accordance with client contract. 

May include other duties as assigned

Requirements

Education & Experience

• Proficiency with Microsoft Office Suite, with high proficiency with Outlook, Word and Excel required.
• Flexibility and strong prioritization skills, with ability to work in a matrixed environment responding to multiple stakeholders.
• Strong communication skills with the ability to listen, understand, respond, and communicate complex information effectively with varying audiences.
• Solid organizational skills, including multitasking and time-management.
• A team-oriented approach and the ability to work with different personalities and professional styles under pressure.
• Detail oriented with an emphasis on accuracy and quality. 
• Ability to work effectively in both self-directed and collaborative environments.
• Highly proficient in Microsoft Office Suite, Word, Excel, Outlook, Bluebeam Revu, Microsoft Project (or other scheduling software).
• Must be authorized to work in the United States for the duration of employment.
• Must be able to pass motor vehicle record check and comply with OAC's motor vehicle policy.

Preferred Qualifications:

• Associates or bachelor’s degree or equivalent experience preferred.
• Previous experience in AEC industry or equivalent preferred.
• Excellent interpersonal, organization, and communication, skills.

Not meeting every single requirement?

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