Project Coordinator

Job Purpose The Project Coordinator plays a vital role in keeping our teams aligned, our projects moving, and our standards consistently high. This position supports design and engineering teams through all project phases, from concept through construction, by ensuring coordination, communication, and documentation are seamless and on point. Qualifications Associate degree in Architecture, Engineering, Construction Management, or a related field; equivalent professional experience will also be considered At least 2 years of experience in a project coordination, design production, or operations support role within the AEC industry Professional Qualities Trusted to handle sensitive project, personnel, and company information with discretion and professionalism. Confident making decisions within defined responsibilities, knowing when to act independently and when to elevate. Strong written and verbal communication skills, with the ability to communicate effectively across internal teams, external partners, and clients. Contributes to a positive project culture through responsive coordination, respectful collaboration, and reliable follow-through with staff, consultants, and clients. Helps maintain project schedules and deliverables by staying organized, anticipating needs, and proactively following up. Brings a high level of ownership to the role, motivated, detail-focused, and committed to quality outcomes. Able to manage workload and priorities in a fast-paced, deadline-driven environment without compromising attention to detail. Represents Guidon with professionalism in all interactions, demonstrating reliability, responsiveness, and a solution-oriented mindset. Project Responsibilities Provides consistent, proactive coordination support from schematic design through construction, ensuring smooth communication, accurate documentation, and alignment with project milestones. Ensures projects are properly initiated, including server setup and adherence to company file naming and organizational standards. Manages project calendars, sends key reminders, and supports scheduling of deliverables and milestone meetings via Outlook; tracks progress and facilitates timely team communication. Reviews meeting minutes for clarity, grammar, and format; supports meetings by scribing and distributing notes to internal and external stakeholders. Actively supports the QC process by verifying checklist use, coordinating sign-offs, and ensuring QC materials are documented and stored in the appropriate project folders. Editing and updating project specifications, maintaining alignment with design goals, standards, and formatting protocols. Provides administrative support for project documentation including transmittals, contracts, change orders (COs), pay applications, AIA forms, and other contractual requirements. Manages digital platforms used for file transfers and collaboration, including Newforma, Submittal Exchange, Procore, and OptCenter; ensures proper usage and accessibility across project teams. Brings a structured and consistent approach to workflows, document handling, and file systems, supporting efficiency and risk mitigation. Collaborates effectively across teams and disciplines, communicates clearly, and contributes to a professional, responsive project environment. Supports project teams with travel coordination using internal booking tools (e.g., Egencia), ensuring arrangements align with project schedules and team needs. Maintains and updates firmwide documentation standards, including regular monthly updates to Guidon’s VA TIL specifications and other reference materials. Orients new team members and external partners to Guidon’s document management tools, file structures, and project workflows—ensuring consistency and efficiency from day one. Manages all aspects of vendor‑led educational sessions, including scheduling, communications, and internal promotion. Serves as a go‑to resource for formatting support in Word, Excel, and related platforms—ensuring polished, professional client‑facing documents. Maintains and regularly updates the active project list, providing accurate, up‑to‑date visibility for leadership and project teams. #J-18808-Ljbffr Guidon