Gensler is looking for a Project Coordinator to provide administrative support to a team of designers and architects, ensuring smooth project execution and client satisfaction.
Requirements
- Intermediate to advanced skills in MS Office Suite (Outlook, Excel, Word, PowerPoint).
- Proficiency in InDesign, Photoshop, and MS Project preferred.
- Proficiency with GoToMeeting and conferencing systems – web and telephonic.
- Experience and interest in leveraging Artificial Intelligence tools and software
- Portfolios should include at least 1 project with this particular focus, and candidates should be prepared to talk to this in their interview, especially built projects with LEED, Living Building Challenge, WELL Building Standard , Fitwell and /or Net Zero Building certification.
Responsibilities
- Project Start-Up tasks including contracts, proposal letters, work authorizations, creation and/or maintenance of project directories, cloud-based file sharing sites, opening project and sub-project numbers.
- Early Project Phases tasks including but not limited to programming data worksheets, consultant contracts, consultant work authorizations, accurate project files documentation (hard copy and electronic), FAST form documents, project filing, print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, maintenance of logs (contracts, work authorization, consultant work authorizations, sketch logs, plotting), meeting coordination and Zoom Meeting set-up as required, preparation of meeting agendas and meeting notes, package preparations & shipping/mailing and org charts for the team.
- Construction Documentation/Administration Phases tasks include file sharing, print coordination, logging RFIs & submittals, QA/QC documents stamping and coordination.
- Project Close-Out tasks include dead filing and punch lists.
- Special duties and projects, as assigned or necessary including coverage of other coordinators and front desk reception.
- Meeting coordination and conference room reservations & set-up, as needed. Attend meetings, if necessary, for taking minutes and documenting other information.
- Managing workload – prioritizing work and ensuring deadlines are met.
Other
- 3-8 years of experience in an administrative capacity preferably with an architecture or design firm.
- Ability to effectively prioritize with strong time management skills in a fast-paced environment.
- Superior verbal and written communication skills.
- Highly organized with a strong attention to detail.
- High level of professionalism and strong sense of urgency.
- Ability to work with minimal guidance; Proactive, motivated self-starter.
- Flexibility and ability to handle and manage change effectively and efficiently.
- Demonstrated commitment to sustainability and sustainable building practices required.
- Ability to work full-time, in the office, 5 days a week.
