Project Coordinator

Company Overview:

Guidon Design is a Service-Disabled Veteran-Owned Small Business. We are a leader in sustainable Architecture Engineering. As multidisciplinary designers, we collaborate to develop creative, cost-effective, and sustainable solutions that help meet our clients’ goals. Our services include Architecture, Interior Design, Sustainability Consulting & Designing, Civil Engineering, Structural Engineering, Mechanical Engineering, Electrical Engineering, and Plumbing Design. Project types include healthcare, government, housing, federal and education facilities. We elevate our communities through the design and development of our projects. Our reputation for design excellence is created by our ability to solve complex challenges with clear solutions, while being responsive to how the space will impact people and their communities. We exist to improve lives and empower people!

Throughout your time with Guidon, you will be provided with the opportunity for hands-on experience in your area of study. In our dynamic, energetic, and fast-paced office environment, you will work right alongside our company leaders to gain valuable knowledge on complex, meaningful, and impactful projects.

Job Purpose:

The Project Coordinator plays a vital role in keeping our teams aligned, our projects  moving, and our standards consistently high. This position supports design and engineering teams through all project phases, from concept through construction, by ensuring coordination, communication, and documentation are seamless and on point.

You’ll work directly with Project Managers, Architects, and Engineers to manage operational workflows, track deliverables, and support project execution. You’ll also be a key internal resource, owning project setup, file management, quality control support, and client-facing documentation, while helping to uphold our project standards and operational excellence across the firm.

Qualifications:

• Associate degree in Architecture, Engineering, Construction Management, or a related field; equivalent professional experience will also be considered
• At least 2 years of experience in a project coordination, design production, or operations support role within the AEC industry

Professional Qualities:

• Trusted to handle sensitive project, personnel, and company information with discretion and professionalism.
• Confident making decisions within defined responsibilities, knowing when to act independently and when to escalate.
• Strong written and verbal communication skills, with the ability to communicate effectively across internal teams, external partners, and clients.
• Contributes to a positive project culture through responsive coordination, respectful collaboration, and reliable follow-through with staff, consultants, and clients.
• Helps maintain project schedules and deliverables by staying organized, anticipating needs, and proactively following up.
• Brings a high level of ownership to the role, motivated, detail-focused, and committed to quality outcomes.
• Able to manage workload and priorities in a fast-paced, deadline-driven environment without compromising attention to detail.
• Represents Guidon with professionalism in all interactions, demonstrating reliability, responsiveness, and a solution-oriented mindset.

Project Responsibilities:

• Provides consistent, proactive coordination support from schematic design through construction, ensuring smooth communication, accurate documentation, and alignment with project milestones.
• Ensures projects are properly initiated, including server setup and adherence to company file naming and organizational standards.
• Manages project calendars, sends key reminders, and supports scheduling of deliverables and milestone meetings via Outlook; tracks progress and facilitates timely team communication.
• Reviews meeting minutes for clarity, grammar, and format; supports meetings by scribing and distributing notes to internal and external stakeholders.
• Actively supports the QC process by verifying checklist use, coordinating sign-offs, and ensuring QC materials are documented and stored in the appropriate project folders.
• with editing and updating project specifications, maintaining alignment with design goals, standards, and formatting protocols.
• Provides administrative support for project documentation including transmittals, contracts, change orders (COs), pay applications, AIA forms, and other contractual requirements.
• Manages digital platforms used for file transfers and collaboration, including Newforma, Submittal Exchange, Procore, and OptCenter; ensures proper usage and accessibility across project teams.
• Brings a structured and consistent approach to workflows, document handling, and file systems, supporting efficiency and risk mitigation.
• Collaborates effectively across teams and disciplines, communicates clearly, and contributes to a professional, responsive project environment.

Project Responsibilities:

• Supports project teams with travel coordination using internal booking tools (e.g., Egencia), ensuring arrangements align with project schedules and team needs.
• Maintains and updates firmwide documentation standards, including regular monthly updates to Guidon’s VA TIL specifications and other reference materials.
• Orients new team members and external partners to Guidon’s document management tools, file structures, and project workflows—ensuring consistency and efficiency from day one.
• Manages all aspects of vendor-led educational sessions, including scheduling, communications, and internal promotion.
• Serves as a go-to resource for formatting support in Word, Excel, and related platforms—ensuring polished, professional client-facing documents.
• Maintains and regularly updates the active project list, providing accurate, up-to-date visibility for leadership and project teams.

Evaluation Metrics:

Guidon has established four Core Behaviors that all Team Members are expected to uphold. These expectations are clearly define and encompass the following areas:

Wash the Dishes

• Do the small stuff. This mantra has guided our behaviors since our inception when literal dishes were the responsibility of everyone in the office. Helping one another permeates all areas of our culture.

Follow-Up on Commitments

• Do what you say. Keeping our word is not only important externally, but internally as well. Commitments are made to ourselves, each other, and our clients. Whether it be in professional development goals, annual firm updates, or project kick-off meetings, following through is all about maintaining a culture of accountability.

Solve Problems Proactively

• Come with solutions. Identifying a problem is crucial but engaging the problem with potential solutions is even better. We tackle issues head on and take ownership – leading the charge toward a resolution.

Lead Through Listening

• Listen first, talk second. This is a guiding principle in how we interact with each other and our clients. It prioritizes empathy and assumes nothing.

Professional Development, Technical Education & Training:

• Establish annual education and training plans and goals for self.
• Meet or exceed professional standards of work.
• Actively pursue personal continuing education.