Project Coordinator Specialist

2 days ago

Washington, United States Cerami & Associates, Inc. Full time
Job Title: Project Coordinator

Cerami Longman Lindsey is a leading acoustic design and technology consulting firm that partners with renowned developers and architects on high-profile projects. As part of Trinity Consultants' global family of firms specializing in environmental disciplines, we are seeking an experienced project coordinator to join our Acoustics team.

About the Role

This dynamic position involves providing comprehensive coordination and administrative support throughout the life cycle of projects within the studio. Responsibilities include assisting with proposal development, resource allocation, invoicing, and project close-out. The successful candidate will work closely with project managers to ensure seamless project execution.

Key Responsibilities
  • Manage project schedules and timelines effectively
  • Establish and maintain accurate project billing schedules
  • Collaborate with project managers to prepare project status reports
  • Determine resource allocation needs based on project budgets and feedback from project managers
  • Develop and manage project plans in line with resourcing requirements
  • Support project managers with accounts receivables and financial administration
  • Oversee the invoicing process for projects within the studio
  • Foster exceptional customer service relationships with staff, clients, vendors, business partners, and guests
  • Effectively prioritize tasks, manage workload, and ensure deadlines are met
  • Provide coordination and administrative support during various project phases:
  • Project Start-Up Tasks: Including contracts, RFPs/proposal letters, work authorizations, creation/maintenance of project directories, opening project/sub-project numbers, establishing project billing schedules, and resourcing plans
  • Early Project Phases Tasks: Including but not limited to accurate project files documentation (hard copy and electronic), print coordination, copying/scanning, creation/maintenance of various spreadsheets, correspondence, meeting coordination, and Teams setup as required, preparation of meeting agendas and meeting notes
  • Construction Documentation/Administration Phases Tasks: Include file sharing, print coordination, logging RFIs & submittals
  • Project Close-Out Tasks: Include filing, financial system close-out, and punch lists
  • Assist Accounting and Managers in assembling invoices
  • Request insurance certificates
  • Schedule and coordinate meetings; Attend meetings, if necessary, for taking minutes and documenting other information
  • Special duties and projects, as assigned or necessary
Requirements
  • A minimum of 3+ years of experience as a project coordinator or similar administrative role
  • Prior experience within an architecture or design firm is highly desirable
  • Excellent time management skills, with the ability to effectively prioritize tasks in a fast-paced environment
  • Superior verbal and written communication skills
  • Highly organized, with a strong attention to detail
  • A high level of professionalism and strong sense of urgency
  • Intermediate to advanced skills in MS Office Suite (Outlook, Excel, Word, PowerPoint)
  • Ability to work independently, with minimal guidance; Proactive, motivated self-starter
  • Proficiency with Zoom, Microsoft Teams, and conferencing systems - web and telephonic
  • Flexibility and ability to handle and manage change effectively and efficiently
Salary Range

$65,000 - $80,000 per annum, depending on experience

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