Commercial Project Coordinator

Commercial Project Coordinator

This position is 100% onsite at our Orange, California location. The Commercial Project Coordinator will provide administrative, project coordination, contract administration, and operational support to the Commercial Studio, project teams, partners, and senior leadership.

Key Responsibilities

Administrative Support

• Support project teams with daily tasks and coordination
• Manage and track email requests
• Coordinate meetings, conference calls, and project kickoffs
• Communicate with clients, consultants, and internal stakeholders
• Arrange travel, lunch meetings, reprographics, and team support services
• Provide phone and front desk backup when needed

Executive / Partner Support

• Handle special assignments for Partners and Managing Partners
• Coordinate client and consultant meetings
• Maintain electronic and written records
• Prepare expense reports and reconcile receipts

Project & Contract Administration

• Set up new projects in Deltek Vision, Newforma, and network systems
• Maintain contact databases
• Assist with RFP responses and consultant procurement
• Draft proposals, fee schedules, and service agreements
• Coordinate contract negotiations and document tracking
• Manage NDAs, insurance certificates, and contract execution follow-up
• Prepare project documentation including:
• Meeting minutes
• Agendas
• Correspondence
• Transmittals
• Specifications
• Punch lists
• Project directories
• Maintain document scanning and filing systems

Required Qualifications

Education

• High School Diploma or GED required

Experience

• 3+ years of A/E Project Coordinator experience strongly preferred

Preferred Background

• Architecture
• Engineering
• Construction
• Project Management

Technical Skills

• Microsoft Office Suite
• Bluebeam
• Newforma
• Deltek Vision

Core Competencies

• Exceptional organization and time management
• Strong written and verbal communication
• Attention to detail and proofreading ability
• Contract review and document management experience
• Analytical and problem-solving skills
• Ability to manage multiple priorities and tight deadlines
• Professional client-facing communication skills

Overall Candidate Profile

The ideal candidate is a highly organized project coordinator with experience supporting architectural or construction projects, managing contracts and documentation, coordinating with clients and consultants, and using industry software such as Deltek Vision, Newforma, and Bluebeam. They must be comfortable balancing administrative support, project coordination, and contract administration responsibilities simultaneously.

Why AO?

Our culture is built on collaboration, trust, and the belief that great work happens when people are supported and challenged in equal measure. You'll find a team that values:

• Strong relationships, with clients and each other
• A roll-up-your-sleeves mentality
• Continuous learning and professional growth
• Thoughtful design paired with technical rigor

At AO, you will work alongside colleagues who care deeply about what they do and are committed to building something meaningful together.

Benefits

We offer competitive compensation and a comprehensive benefits package designed to support our team. Highlights include:

• Medical, dental, life, and supplemental insurance
• Most medical plans fully paid for employee-only coverage
• Company-paid basic life insurance and long-term disability
• Retirement plan, health savings, and flexible spending accounts
• Paid vacation, holidays, and sick time
• Free parking and convenient transit access
• Employee discount program (OC location)