Project Coordinator

3 weeks ago

Melville, United States H2M architects + engineers Full time

H2M architects + engineers, a multidiscipline architectural, engineering, and environmental consulting firm seeks a Project Coordinator in Melville, NY to work collaboratively with our team on specific short and long-term projects, contributing to the entire project lifecycle.
Job Responsibilities
- Work independently and collaboratively with discipline/department and project managers and team to maximize productivity on all Architectural projects.
- Collaborate with the whole project team, contributing to the entire project duration.
- Receives and processes Requests for Information (RFI) from contractors, project team members or clients and maintains the requests via appropriate tracking logs.
- Assists and coordinates efforts with Architectural project team members with the development and maintenance of documents such as meeting minutes, drawings, specifications, approvals, and related items.
- Organize and monitor schedules to ensure internal deadlines are met, following up as needed and using discretion to meet client expectations and deadlines.
- Coordinate efforts within the team and with outside consultants; keep the team posted by reporting updates verbally, and in writing, to management and clients.
- Assist with monitoring budget and backlog by working with disciplines/departments.
- Work with internal support groups on behalf of Architectural:

- Finance: Collaborate with project accountants and project managers to monitor project financial performance, Work in Progress (WIP) and Accounts Receivable (AR) and related information from BST to assist with overall Architectural project financial management.
- Marketing: Establish relationship with marketing team to oversee marketing efforts related to proposal coordination, resume development with staff and follow-up within deadline timeframe. Work with marketing to assist in Architectural social media campaign for the discipline.
- Human Resources: Coordinate with HR on intern scheduling and related new hire information.
- IT: Work with IT team to ensure new hire set up is complete and follow-up with problems regarding software/hardware issues, etc.,
- Serves as a mentor and resource to Architectural junior staff on company standards, templates, policies, and procedures; introduces staff to team members and answer any questions; ensures that new hires have appropriate office supplies desk setup.
- Assist staff on all projects with varying degrees of complexity and provide support on some administrative tasks as needed (i.e. format and edit correspondence; draft memos, proposal preparation, take and/or format meeting minutes, assist with compiling, delivering/perform project submissions, reports, spreadsheets, newsletters/brochures, following-up on monthly invoices, prepare transmittals, presentations, bid tabs, and adhering to company standards on specifications, etc.)
- Schedule and coordinate meetings, calendar invites, and organize lunch and learn food orders.
- Answer/respond to calls for Architectural teams and screen/direct contractor and client calls using discretion and follow-up by taking concise messages to ensure clients are serviced in the most efficient and professional manner.
- Assist in the coordination of Architectural guests and manage sign-in/out procedures.

Education and Qualifications
- Associate or Bachelor’s degree in a relevant field preferred. Certifications that exemplify a desire for continued education preferred (certified project manager desirable)
- Minimum of 1-2 years project related work experience, preferably in the A&E industry
- Demonstrate commitment to clients' needs and confidentiality.
- Must be very organized; ability to prioritize, multitask and resolve problems.
- Excellent oral and written communication skills
- Excellent computer skills, including experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.)
- Collaborative working style and team-player attitude
- Positive and encouraging attitude.
- Able to work independently with mínimal supervision, using independent judgement to get things completed within deadline.
- Highly motivated with a strong work ethic
- Must be a team player - reliable committed to the team's success.
- Outstanding organizational skills and ability to prioritize deadlines.
- Ability to thrive in a high-volume, deadline-driven work environment

The salary range for this role is $50,000 - $65,000 annually.
The employment offer may deviate from this published range based on a variety of factors, including but not limited to, experience, specialty, knowledge, education, geography and/or related certifications - not related to any applicant’s characteristics protected by local, state or federal law. Note: The salary or hourly rate indicated does not include other forms of compensation or benefits.

H2M is a strong collaborative workplace where people and ideas are always treated with respect. I am encouraged to develop, and I love that I am constantly learn

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