Construction Services Studio Coordinator

Position Summary As a Studio Coordinator within the Construction Services Studio, you will play a critical role in supporting project delivery, construction administration, safety program initiatives, and studio operations. This position serves as a central coordination resource for Construction Administrators, Project Managers, and design-build teams, ensuring projects are organized, compliant, and efficiently executed throughout the construction phase. The Studio Coordinator combines strong organizational skills, technical proficiency, and proactive problem-solving to support project teams, maintain critical project documentation, coordinate communication among partners, and uphold company quality standards. Success in this role requires exceptional attention to detail, adaptability, professionalism, and a commitment to delivering outstanding service to both internal and external clients. Accommodation Requests We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact our HR Director (April Hawkins) at View phone number on click.appcast.io or View email address on click.appcast.io Essential Duties and Responsibilities The following in an exhaustive list of duties represents a sample of work routinely performed by this role: Project Support Coordinate construction administration documentation and project correspondence. Assist project teams with maintaining project schedules, action item logs, and document control procedures. Manage client contact information and maintain project files. Support the business development team in maintaining project records, gathering information, and developing proposals if needed. Support project startup activities, including project setup, team coordination, resource organization, and development of processes that promote collaboration and timely project delivery. Prepare contracts using American Institute of Architects (AIA) software and consultant agreements. Track, organize, and file certificates of insurance, contracts, and modifications. Finalize project specification/project manuals using SpecsIntact, SpecLink, and MasterSpec software. Track and process submittals, shop drawings, and Requests for Information (RFIs). Assist with coordination of site visits, field reports, and construction meeting documentation. Support project closeout activities, including collection and organization of warranties, as-built documents, operation and maintenance manuals, and final project records. Support implementation and administration of construction safety program requirements. Quality Work in partnership with the Director of Construction Services, Construction Administrators, Project Managers, and other team members to ensure that all project information is accurate and meets the quality requirements for assigned areas of responsibility before being communicated outside the office. Use software programs to prepare spreadsheets, create documents, maintain databases, and execute other applications. Create, compose, and review administrative correspondence and technical documents with thorough audit and application of formatting, grammar, spelling, and punctuation to ensure company standards are being met. Promote accountability by helping project teams track commitments, deadlines, deliverables, and project requirements. Commitment to Client Service Foster commitment to external and internal client service. Handle telephone, email, and personal contact with internal employees and external clients. Maintain professional communication with clients, consultants, contractors, and internal team members to facilitate effective project execution. Serve as the meeting coordinator for client, team, and office meetings, including documentation and issuance of minutes. Qualifications and Experience Education + Degree Required: High School Diploma Preferred: Associate’s or Bachelor’s degree. Required Experience, Certification, or Licensure Minimum of two years of relevant office experience. Demonstrated ability to communicate effectively, manage multiple priorities, and maintain strong organizational systems. Demonstrated ability to work independently, exercise sound judgment, and navigate evolving priorities and ambiguous situations. You initiate and enjoy independent problem solving and working in the gray areas. Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel. Must have or be able to obtain and maintain a valid driver's license. Preferred Experience, Certification, or Licensure USACE Construction Quality Management for Contractors (CQM-C) and Construction Specifications Institute Construction Documents Technologist (CSI-CDT) certifications are valued. Training and certification support may be provided. Previous experience in an architecture, engineering, construction, or related professional service firm. Required Technical + Professional Skills Microsoft Office 365 (Word, Excel, Outlook, Teams) Bluebeam Revu and Bluebeam Studio Document management and file organization systems Procore or similar construction management software Exceptional attention to detail Organizational and time management skills Professional communication Collaboration and teamwork Initiative and follow-through Adaptability and resilience Confidentiality and professionalism Preferred Technical Skills Microsoft Project SharePoint SpecsIntact SpecLink MasterSpec Physical Demands Sitting/Standing: This role is generally sedentary, performing sitting work utilizing technological office equipment, including a laptop, mouse, keyboard, computer monitors, telephones, scanners, and copiers. Walking: This role requires the ability to move about inside the office to access the required technological equipment. Stooping/Kneeling/Crouching/Crawling: This role may require stooping to reload printer trays with print paper, moving equipment, and managing cords. Using Hands/Fingers: This role constantly operates technological office equipment such as laptops, mice, keyboards, computer monitors, telephones, scanners, and copiers. Talking/Hearing: This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information. Seeing: This role requires seeing, viewing, and distinguishing all aspects of internal and external communications. Carrying/Lifting: This role requires lifting up to 20 lbs to transport technological office equipment to and from various workspaces. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Native American Hiring Preference First, to qualified Pokagon Band citizens; Second, to qualified spouses and qualified custodial parents; Third, to other qualified Native Americans; Fourth, to all other qualified applicants. Any determinations as to the applicability of the Pokagon hiring preference are at the discretion of each Company President. Home Office Connectivity Requirements for Hybrid & Remote Positions To ensure reliable collaboration, client service, and secure access to company systems, the Company requires minimum connectivity standards to be eligible or remain eligible to work in a hybrid or remote capacity. Employees working remotely must maintain broadband internet service capable of consistently supporting video conferencing, VPN connectivity, and cloud-based applications. Hybrid or remote work eligibility may be reassessed if connectivity standards are not met. This includes: Wired broadband service (cable, fiber, or DSL) with at least minimum 100 Mbps download / 20 Mbps upload. Cellular hotspot or fixed wireless cellular services (e.g., T-Mobile Home Internet) may not be used as a primary connection. The Company will comply with all local, state, and federal requirements as it relates to the reimbursement of home internet expenses. Eligibility for reimbursement of home internet expenses is defined in a separate policy. #J-18808-Ljbffr