Senior Lead Project Coordinator

2 months ago

Orange, United States AO Full time

At AO, WE are better together.

In addition to competitive pay and benefits and flexible work schedules. AO offers an absolute one-of-a-kind culture with collaborative workspaces and driven coworkers. AO welcomes creativity, learning, and lasting relationships. Everything we do is motivated by what it takes to be effective and successful for our clients. We value service, our people, a roll up your sleeves attitude, and continuous improvement. If you are young in your career, grow with us. If experienced, get better with us. There is no one like you, and there is no place like AO.


Benefits:

We offer all the benefits of a big firm, with all the human connections of a small one. You will never be a number at AO. Join our community.


Partial list of benefits:

  • Full Suite of Medical, Dental, Life & Supplemental Insurance
  • Ongoing Education and Exam Reimbursement
  • Most Medical Plans fully paid for employee-only coverage
  • Company Paid Basic Life Insurance & Long Term Disability
  • Retirement Plan, Health Savings and Flexible Spending Accounts
  • Overtime Compensation for Hourly Employees
  • Paid Vacation, Holidays and Sick Time
  • Flexible Schedule
  • Rail Station one block from campus


SUMMARY: The Senior Lead Project Coordinator provides leadership, coordination, planning, and administrative functions to the Studio, senior staff, and provides training and guidance to the Project Coordinators. The Senior Lead Project Coordinator is distinguished by the increased level of independence in decision-making and initiative expected, as well as the complexity of problem-solving and studio-wide interaction needed.


Essential Duties & Responsibilities

A combination of all or most of these essential duties are expected of the Senior Lead Studio Project Coordinator position within AO:


CORPORATE:


RESIDENTIAL STUDIO SUPPORT

  • Communicate with people outside AO in a representative capacity
  • Support Residential Studio on a daily basis
  • Develop specific goals and plans to prioritize, organize and accomplish tasks in a timely manner
  • Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail or in person
  • Perform day-to-day administrative tasks, such as maintaining information files and processing paperwork


OFFICE TASKS

  • Set up new project folders in the directory
  • Manage the general calendar (e.g. Teams Meetings, Conference Rooms, Conference Calls, Staff Calendar, if required)
  • E-mail and document management
  • Pre-set audio-visual equipment for regular Teams Meetings and/or Conference Calls
  • Coordinate reprographic work orders with reprographic company and team, as requested


CLIENT & CONSULTANT MEETINGS

  • Order lunches and/or prepare beverages, as requested
  • Coordinate kick-off and project meetings, as requested
  • Coordinate scheduling of conference rooms, and make catering arrangements, if required


STAFF MEETINGS

  • Arrange/coordinate staff meetings
  • Arrange food and beverages for staff meetings


TRAVEL ARRANGEMENTS

  • Prepare and track travel arrangements
  • Prepare Travel Cover Sheets for back-up
  • Research and provide flight, lodging and/or car rental details to traveler
  • Make travel changes, as required
  • Maintain database for travel-related memberships


TRAVEL

  • Travel to City, Client/Consultant/Vendor’s Office, if required.


PARTNERS:


PARTNER SUPPORT

  • Perform special tasks
  • Pick-up lunches
  • Coordinate client/consultant meetings
  • Coordinate conference calls
  • Entering, transcribing, storing or maintaining information in written or electronic form


ACCOUNTING:


CONTRACTS / PSSA’S:

  • Open new project numbers and folders in the Deltek Vision & Newforma systems
  • Coordinate and prepare Consultant / Client RFP’s
  • Review consultant bids for accuracy
  • Implement RFP’s into Proposals
  • Prepare Proposals, Change Orders, PSSA’s, Work Authorizations, etc.
  • Generate project budget reports from the Deltek Vison accounting system
  • Track and update logs for Proposals, Change Orders, PSSA’s, Work Authorizations, etc.
  • Prepare Sub-consultant Agreements
  • Distribute Proposal & Bids to Accounting and Project Managers
  • Facilitate and track contract negotiations
  • Maintain archives of contract negotiations
  • Clarify legal contractual questions with AO’s attorney (upon Partner authorization)
  • Clarify insurance contractual questions with AO’s agents
  • Make copies and sorting Expense Reports (prep for Billing)
  • Upload proposals, PSSA’s to OPM (Fitness Int’l), if required
  • Provide Notary Public services, if applicable


OFFICE SUPPORT:


TYPING AND FILING:

  • Preparing and/ or transcribing agendas, addendums, bulletins, punch list, project directories, correspondences, memos, meeting minutes, plan check response letters, specifications, transmittals, etc.
  • Prepare packages and shipping labels for staff, if required
  • Scan and file Documents
  • Update Code Books
  • Special tasks, as required
  • Binding specifications, reports, packages, etc.


TELEPHONES

  • Provide back-up with phones and Front Desk back-up, as required
  • Meet and greet clients and visitors in a professional & courteous manner


SCANNING

  • Scan and file drawings or documents in appropriate folder.


Supervisory Responsibilities:

No supervisory responsibilities associated with this position.


Education/Experience/Licensure:

  • Minimum, High school diploma/GED
  • Minimum 3 years of experience in administrative functions, including support to upper-level management


Other Skills and Abilities:

  • Ability to simultaneously handle several tasks, prioritize and plan effectively
  • Ability to read and interpret documents such as contracts and other agreements
  • Ability to communicate and coordinate effectively with Partner(s) and other staff concerning designated tasks
  • Proficiency in office software applications such as Excel and Word
  • Customer Service orientation
  • Knowledge of clerical and administrative procedures
  • Knowledge of Principles and practices of training staff
  • Interpersonal skills using tact, patience, and courtesy

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