Architecture Coordinator

Position Summary

The Architecture Coordinator plays a vital role in ensuring the smooth execution of projects by managing documentation, tracking progress, and facilitating effective communication across all stakeholders. Acting as a central point of contact, the Project Coordinator supports project logistics and coordination between the project team, clients, consultants, and internal departments. This role is essential to maintaining organized workflows, ensuring timely information flow, and keeping projects on schedule and within scope.

Essential Duties and Responsibilities

Project Administration and Documentation

• Establish and maintain comprehensive project files (digital and physical), ensuring proper organization, version control, and accessibility.
• Manage project-related correspondence, including formatting and distributing letters, memos, and emails.
• Track and distribute project documents such as drawings, specifications, RFI logs, submittal logs, meeting minutes, and change orders.
• Maintain and update project schedules, task lists, and deadlines, alerting Project Managers to potential conflicts or delays.
• Coordinate and prepare project reports, presentations, and proposals as requested by project teams.
• Assist with contract administration tasks, including tracking project phases, invoicing support, and consultant agreements.
• Prepare and process project-related expense reports and purchase orders.
• Prepare and distribute meeting agendas, take detailed meeting minutes, and ensure action items are documented and followed up on.
• Organize and maintain contact lists for project teams and external stakeholders.
• Assist with preparation for client presentations and reviews, including printing, binding, and organizing materials.

• Bachelor's degree in Architecture or Interior Design from an accredited university.
• 1 to 3 years of relevant experience. 
• Capable of drafting professional emails, summarizing meetings, and sharing information clearly between internal teams, consultants, and clients.
• Ability to organize files, track project updates, assist with meeting notes, and monitor basic timelines under supervision.
• Accurately reviews and updates documents, checks for completeness, and helps maintain version control of project files.
• Comfortable raising coordination issues and participating in resolving routine project challenges.
• Builds rapport with internal colleagues and demonstrates professionalism in interactions with clients and consultants.

• Pursuit of architectural licensure (AXP hours completion and/or ARE preparation) is highly desirable and encouraged.
• Self-starter and initiative-taker with proven leadership capabilities.
• Coachable and open to feedback with a commitment to continuous improvement.
• Actively seeks opportunities for learning and professional development