Project Coordinator

About the Role

The coordinator delivers high‑level customer service to staff, clients, vendors, and guests, often acting as the primary client interface. Responsibilities include scheduling meetings, reserving conference rooms, taking minutes, and managing workload to meet deadlines. Key project‑related duties span the entire lifecycle: initiating contracts and project directories, maintaining cloud‑based file sharing, handling programming data, consultant agreements, document control, print coordination, RFI tracking, and final close‑out activities such as filing and punch‑list management. The coordinator also supports Design Managers with reports and fee matrices and may cover front‑desk duties or special projects as needed. • Provide high‑level customer service to staff, clients, vendors, and guests, serving as client interface when needed. • Coordinate and reserve meeting spaces, set up conference rooms, and arrange virtual meetings. • Attend meetings to capture minutes and document key information. • Prioritize workload to ensure deadlines are met across multiple projects. • Execute project start‑up tasks: contracts, proposal letters, work authorizations, and creation/maintenance of project directories and cloud file sites. • Manage early‑phase documentation: programming worksheets, consultant contracts, work authorizations, spreadsheets, logs, and meeting agendas/notes. • Oversee construction‑phase administration: file sharing, print coordination, logging and forwarding RFIs and submittals, and QA/QC document stamping. • Conduct project close‑out activities including final filing and punch‑list completion. • Support Design Managers by preparing AR reports and coordination fee matrices. • Cover front‑desk reception and provide coverage for other coordinators as required.

Key Responsibilities

• ▸client service
• ▸meeting coordination
• ▸document control
• ▸cloud files
• ▸rfi tracking
• ▸project closeout

What You Bring

The Project Coordinator at Gensler supports a team of leading designers and architects by providing administrative assistance and serving as the central hub of studio operations. This role requires a passion for service, meticulous attention to detail, and the ability to keep the studio moving forward. Applicants should have at least five years of administrative experience, preferably within architecture, construction, engineering, or design, and a bachelor’s degree is preferred. Required skills include strong time‑management, superior communication, high organization, professional urgency, and proficiency with the Microsoft Office Suite; familiarity with InDesign, Photoshop, MS Project, and virtual meeting platforms is advantageous. • Possess 5+ years of administrative experience in architecture, construction, engineering, or design firms. • Hold a bachelor’s degree (preferred) and demonstrate strong time‑management and communication skills. • Exhibit high organization, attention to detail, professionalism, and a sense of urgency. • Demonstrate intermediate to advanced proficiency in MS Office (Outlook, Excel, Word, PowerPoint); experience with InDesign, Photoshop, MS Project is a plus. • Proficient with virtual meeting platforms such as Zoom and Teams and with telephonic conferencing systems.

Requirements

• ▸5+ years
• ▸bachelor's
• ▸ms office
• ▸indesign
• ▸photoshop
• ▸time management

Benefits

Compensation is estimated at $32.50‑$38.50 hourly, plus bonuses and a comprehensive benefits package that includes medical, dental, vision, disability, wellness programs, flexible spending, paid holidays, PTO, 401(k) with profit sharing, employee stock ownership, tuition reimbursement, and professional‑license support.

Work Environment

Office Full-Time