Project Coordinator

A2H is a collaborative planning and design firm of engineers, architects, landscape architects, interior designers, planners, and land surveyors founded in 1986. Our firm provides a diverse range of consulting services for both public and private clients, with over 10,000 completed projects spanning 48 states and offices located across Tennessee and Mississippi. Our portfolio includes projects from a wide range of markets, including: Civic, Commercial, Education, Healthcare, Hospitality, Industrial, Infrastructure, Logistics, Placemaking, Recreation, and Transportation.

We are guided by the fact that intentional, purposeful design has the power to enhance the world around us. The team at A2H buys into our mission statement: Creating an Enhanced Quality of Life for our Clients and Community. Our mission guides everything we do: from the projects we undertake to the people we hire.

A2H is currently seeking an experienced Project Coordinator, capable of working independently, and under the general direction of the Project & Department Managers. This candidate will be based in our Memphis office . The successful candidate shall have the following responsibilities:

RESPONSIBILITIES

The position entails the following duties and responsibilities:

• Work closely with Project Managers preparing proposals, planning projects, and acting as a point of contact for projects during their absence.
• Prepare Project Information files.
• Help ensure adherence to PM Procedures and Standards.
• Assist in scheduling internal and external meetings, prepare meeting agendas and any additional documents as required.
• Coordinate, prepare, and distribute meeting minutes for design and construction meetings (including OAC and progress meetings) and track follow-up action items
• Type/scan/mail/email/format project-related correspondence, transmittals, meeting minutes, reports, etc.
• Track project milestones and financial metrics.
• Assist with the creation of project schedules and updated schedule throughout the project and distribute information to the project team.
• Maintain and track project action items by retaining a log and following up with the team to ensure timely resolution.
• Facilitate coordination of information between Owner, Contractor and Design team.
• Coordinate with Project Manager and project team the preparation of documents for authorities having jurisdiction throughout the approval process.
• Assist in the preparation of Requests for Proposals (RFP's), bid coordination and procurement-related documentation
• Upload Bid Documents to the A2H Plan Room and update as needed during the bidding phase.
• Coordinate with Project Manager and project team the preparation of Addenda and Clarifications and disperse to plan holders as required.
• Maintain current project files.
• Coordinate and prepare Owner-Contractor Agreement and Contract Manual.
• Coordinate with Project Manager and/or Construction Administrator in producing and responding to RFIS, ASIs, Change Orders, and pay requests, set up and maintain logs to track them.
• Prepare substantial completion certificates and ensure execution and distribution to all applicable parties.
• Assist in project close out checklist for A2H and Contractor required documentation. Coordinate with Project Manager and/or Construction Coordinator to verify the documents are obtained and submitted to the Owner correctly.

The successful candidate shall possess the following qualifications:

• Bachelor’s degree from an accredited four-year college or university preferred.
• Working knowledge of Microsoft Office software and be highly proficient especially in Word, Excel, and Outlook.
• 3-5 years' experience in Architectural/Engineering/Planning/Construction office preferred
• Understanding of contracts and contract language; AIA/EJCDC knowledge and/or technical contract writing skills are a plus.
• Must have ability to complete assignments to meet deadlines.
• Writing skills – ability to compose correspondences and meeting notes.
• Ability to demonstrate strong organizational and time management skills.
• Ability to interact professionally and comfortably and build and maintain excellent interpersonal relationships.
• Trustworthiness and loyalty, as this is a position requiring a high degree of confidentiality.
• Must have the ability to communicate effectively with all levels of management and clientele in both written and verbal form.

BENEFITS

The position comes with the following benefits:

• Health/Dental/Vision Insurance
• 401k Plan
• Flextime Scheduling
• Hybrid Work Schedule
• PTO hours (Personal Time Off)
• Paid Volunteer Time Off
• Family oriented atmosphere