Project Coordinator

About the Role

The Project Coordinator at Perkins&Will complements the Project Manager's role by ensuring projects progress on schedule, within budget, and maintain a high standard of quality within the defined scope of work. This role is crucial in managing project information, organizing activities, and providing essential administrative support to achieve design excellence and project delivery rigor.

Duties & Responsibilities

Managing Project Information

• Organizes and coordinates various project activities.
• Initiates Project Set-up, maintaining and uploading contracts to the Project App.
• Maintains drawing insurance logs and coordinates the distribution of both hardcopy and digital documents.
• Prepares and distributes meeting minutes after Project Manager sign-off.
• Tracks and logs incoming RFIs and Submittals, serving as the primary resource for document control.
• Enters progress items into Statslog and assists with monthly progress reports.
• Compiles and issues site instructions.
• Accesses and downloads remote documents, initiating local filing and record-keeping processes.
• Sets and maintains internal deadlines for both internal and external technical teams.
• Ensures a clear understanding of the contract Scope of Work.

Organizing and Coordinating Project Activities

• Provides comprehensive project coordination, including team correspondence and updating OneNote.
• Liaises with Project Managers, design staff, and outside consultants/contractors.
• Schedules consultation coordination meetings and prepares consultant correspondence.
• Prepares weekly project reports and plans recurring meetings.
• Liaises with internal parties to confirm status and manage assignment completion.
• Coordinates submittals with the project team.
• Coordinates office activities to support Construction Contract Administration.
• Assists with report writing and organizes Construction Contract Administration documentation.
• Works with the team for site occupancy, including recording deficiencies.

Administrative Functions

• Performs data entry, such as inputting preliminary contract data.
• Assists in the preparation of presentations.
• Cross-checks drawing sets for errors like broken tags, incorrect references, and missing annotations.
• Maintains project database, technical document updates, BIM Protocols, OneNote, and folder structure.
• Ensures NDAs are signed and filed for all new team members.

Proficiencies

• Prior experience in a similar Project Coordinator position within an Architectural studio, construction, or engineering firm is a significant asset.
• Demonstrates strong written and oral communication skills.
• Highly organized, capable of multi-tasking, and versatile to work on multiple projects across different Perkins&Will offices.
• Exhibits supportive, helpful, approachable, and collaborative interpersonal skills.
• A strong desire to engage and invest in Perkins&Will's firm and project goals, emphasizing design excellence, building performance, sustainability, and rigorous execution.
• Minimum of 2 years of experience in a similar role.
• A self-starter capable of working both independently and collaboratively within a team.

Software Expertise

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Familiarity with Deltek software.

Education

• Bachelor’s degree required.

Key skills/competency

• Project Coordination
• Document Control
• Schedule Management
• Budget Oversight
• Communication Skills
• Organizational Skills
• Architectural Projects
• Construction Administration
• Microsoft Office
• Deltek