Program Coordinator, Architecture

Job Description

Job Description

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. -at-ware-malcomb/ 

As a Program Coordinator at Ware Malcomb, you will support the daily operations of our program and project teams by providing administrative assistance throughout all phases of project delivery, including project development, design, preconstruction, and construction administration. In this role, you will collect, process, organize, input, and maintain project data and documentation from various sources and stakeholders to support the administrative, reporting, compliance, communication, and documentation needs of active projects.

• Develop and maintain responsibility matrices, standardized workflows, templates, and program documentation to support business process improvements and ensure consistency across the full project lifecycle.
• Collect, process, organize, and maintain project data, documentation, and correspondence from internal and external stakeholders in accordance with established processes and project requirements, ensuring accuracy, timeliness, and compliance.
• Coordinate project documentation and deliverables through platforms such as Autodesk Construction Cloud (ACC), project dashboards, and electronic signature tools, maintaining file structures, workflows, permissions, and project records.
• Support contract and fee administration by processing contracts, amendments, and additional services; coordinating contract reviews; tracking contract values, fee allocations, scope changes, and status; and maintaining contract logs and related documentation.
• Manage invoice and pay application processes by coordinating with contractors, suppliers, and accounting teams to process invoices, pay applications, purchase requests, change documents, and other financial documentation while tracking approvals, collections, discrepancies, and closeout requirements.
• Assist project managers with administrative project deliverables, including processing submittals, requests for information (RFIs), compliance documentation, bills of sale, change documents, and other project records to support successful project execution.
• Maintain accurate project information and reporting by updating project dashboards, client portals, and program tracking tools to reflect current project status and ensure documentation remains organized and accessible.
• Provide responsive communication and high-quality customer service to internal and external stakeholders, meeting project commitments, identifying opportunities to improve service, incorporating feedback, and providing general administrative support as needed.

• 2+ years of administrative, clerical, or project support experience required.
• 2+ years of experience as a Construction Administrator, Construction Project Coordinator, Architectural Project Coordinator, or in a similar project support role preferred.
• Proficiency with Microsoft Office Suite.
• Experience with Autodesk Construction Cloud (ACC), Procore, or similar construction/project management software preferred.
• Experience with Microsoft Project, Primavera, or similar project scheduling software preferred.
• Familiarity with Smartsheet or the ability to quickly learn new software and business systems.
• Strong organizational, written, and verbal communication skills with exceptional attention to detail.
• Ability to think critically, manage multiple priorities, and consistently deliver high-quality work.
• Knowledge of administrative, documentation, and general billing processes.
• Ability to build collaborative relationships and work effectively across cross-functional teams, as well as with clients and external partners.

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.