Design Project Coordinator

Position Summary

Primarily responsible for providing administrative support to the Senior Director of Design Services and design project managers (and in support of design/build project managers) s position will also be responsible for preparing project paperwork on an as‑needed basis. The Design Project Coordinator serves as a point of contact for customers, employees, and the public. Must present a friendly and professional image of the company, whether the interaction is over the telephone or in person.

• Develop and manage specification production, workflow procedures, master specifications, and specification BIM integration.
• Serve as a point of contact from project inception through project closure for contract matters regarding design services.
• Support Design Project Managers with the development, analysis, review, processing, and negotiation of contracts, budgets, and other documentation associated with design and construction projects.
• Oversee validation and verification of appropriate insurance coverage secured by subconsultants and the maintenance of those records.
• Maintain business relationships with subconsultants to facilitate new and continuing contracts and agreements.
• Identify and develop tools or Standard Operating Procedures that support better administration and management of contracts and subconsultant agreements.
• Manage client/project security/background check process.
• Drive the execution and distribution of subcontracts, change orders, purchase orders.
• Assist Project Managers with design submittals and ensure secure mailing.
• Maintain detailed paper and electronic filing systems for project files, including contracts, PO's, contact lists, contract logs, drawing lists, etc. and perform file archiving.
• Coordinate and attend weekly production meetings and project kick‑off meetings. Take minutes, distribute minutes, and update milestone reports.
• Support data entry and maintenance in Smartsheet, Procore, and various project management spreadsheets.
• Handle administrative functions such as word processing for Project Managers on correspondence and project paperwork. Copies and distribution of printed materials for meetings.
• Support design project managers and corporate accounting effort through the receipt and coding of invoices.
• Perform other duties assigned by the executive team and design project managers.

• High School (required), associate or bachelor's degree, preferred.
• Five (5) or more years’ related experience.
• U.S. Citizenship and ability to obtain basic security clearance required. Able to read, write, and speak English fluently.

• Knowledge of Architecture/Engineering/Construction (A/E/C) Industry and terms commonly utilized.
• Proficiency in internet applications and MS Office Software (Outlook, Excel, Power Point, Word). Familiarity with Procore, Smartsheet, Speclink, Specsintact, Docusign and Bluebeam a plus.
• Knowledge of contracting principles and techniques currently employed in design and construction contracts.
• Excellent written and oral communication skills and the ability to meet tight deadlines and prioritize workloads.
• Ability to communicate contract concepts to audiences with varied levels of fluency.
• Excellent creative thinking skills with emphasis on developing innovative solutions to solve complex problems that may not have one clear answer.
• Ability to interact effectively with all levels of the organization.
• Self‑starter with ability to work in both team and individual environments.
• Excellent attention to detail and takes the initiative in meeting requirements efficiently.
• Excellent follow‑up and organizational skills.
• Ability to manage multiple, simultaneous, competing priorities relative to overall corporate, client, and project needs and success with limited direction/oversight.

Occasional attendance at meetings and other off‑site events requires the ability to provide reliable transportation. Must maintain a current, valid driver’s license, and proof of insurance. Access to federal installations or facilities may require security badges and the employee must be able to obtain basic security clearances.

Disclaimer: This is not to be an exclusive list of all responsibilities, duties, and skills required of the person in this job. G.M. Hill Engineering, Inc. (GMHILL) is an Equal Opportunity Employer. GMHILL considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status, or any other legal protected status.

The candidate selected must pass a thorough background check (including E‑Verify), federal security clearance processes and comply with GMHILL's Drug and Alcohol policy adhering to pre‑employment, random, post‑accident and for cause testing.