Project & Office Coordinator

CMTA, a Legence company
CMTA is one of the fastest growing engineering firms in the U.S., with nationally recognized expertise in sustainable, high-performance building engineering. We are a collaborative, innovative, and energetic team that leverages a data-driven, holistic approach to consulting engineering, performance contracting, and zero energy projects. We focus on finding engineers whose skills and personalities drive them to excel, fostering a workplace that provides unparalleled growth and career opportunities.


Job Summary:
The Project Coordinator/Office Coordinator is responsible for assisting the Project Managers on day-to-day operations. This position will be responsible for organizing and controlling project activities. The Project Coordinator will be a source of communication for all individuals related to a project.
In addition, this role will also be responsible for general office duties and is integral to ensuring that all office operations run smoothly.
Essential Duties and Responsibilities as Project Coordinator:
• Manage bidding of projects:
◦ Create bid packages.
◦ Maintain bid lists.
◦ Issue addenda’s.
◦ Provide plan holders list to contractors.
◦ Create bid box for project managers (bid tabulation spreadsheet, signage, date stamp, etc.).
◦ Post bids and oversee bidding materials.
◦ Issue recommendation letters to project owners.
◦ Create submittal template spreadsheet for Procore.
• Facilitate project closeout:
◦ Issue award letters to contractors.
◦ Create AIA documents and submit to contractors.
◦ Contact needed parties for signatures and track progress.
◦ Obtain operation and maintenance manuals, along with as-built drawings.
◦ Create letters for the project owners and send all needed materials.
◦ Assist with any needed building permits.
• Create and maintain documentation (contracts, change orders, AIA documents, project books, certificates of insurance, etc.).
• Manage Procore database:
◦ Bid packages.
◦ Pay applications.
◦ Plans and specifications.
◦ AIA documents.
◦ Punchlists
◦ RFI’s
◦ Update contract amounts.
• Other duties and responsibilities as assigned.
Essential Duties and Responsibilities as Office Coordinator:
• Manage office upkeep and maintenance.
• Answer and direct calls.
• Greet and assist clients that come into the office.
• Process incoming and outgoing mail.
• Monitor office supplies inventory and place orders.
• Coordinate maintenance of office equipment.
• Assist with new hire onboarding.
• Actively participate on events and office safety committees.
• Act as the main point of contact for employees with questions regarding office operations.
• Support marketing department in trade show coordination and proposal printing/binding
• Support local efforts in teambuilding activities/events coordination/holiday parties, etc.
• Other duties and responsibilities as assigned.
Problem Solving:
Problems and solutions are unique and unpredictable, but are similar to those previously encountered. Solutions require judgment such as setting priorities, evaluating results and/or coordinating with others.
Problem solving and/or critical thinking involves identification and analysis of diverse problems; solutions are often found by reviewing standard documented processes and/or work procedures and modifying them to apply to the situation. Guidance is usually provided on what source(s) to consult, and decision is reviewed by supervisor before implementation.
Supervision Required:
Supervision is present to review broad objectives relative to basic position duties and day-to-day department duties. Basic work and decisions do not require direction or review by immediate supervisor. Strategic issues are referred to supervisor.
Decision-Making Impact:
Some independent judgment is necessary to select and implement the most appropriate solution, with frequent discussion/contact with a supervisor. May occasionally make recommendations to work procedures, policies, and practices. Recommendations to create efficiencies within work procedures, policies, and practices are always encouraged.
Decision-making impacts department and outside department/multiple departments.
Work Complexity:
Tasks are multiple and diverse with some connectedness across processes. Work requires the direct application of a variety of procedures, policies, and processes.
Supervisory Responsibilities:
No supervisory responsibilities.
Qualifications (Education, Experience, and Licenses/Certifications required):
• Degree in Business