Job Details
Level
Experienced
Job Location
Corporate Headquarters - Orange, CA
Position Type
Full Time
Education Level
2 Year Degree
Salary Range
30.00 - $37.00 Hourly
Travel Percentage
None
Job Shift
Job Category
Admin - Clerical
Description
ABOUT AO :
At AO, WE are better together.
In addition to competitive pay and benefits, AO offersan absolute one-of-a-kind culture with collaborative workspaces and driven coworkers. AO welcomes creativity, learning, and lasting relationships.Everything we do is motivated by what it takes to be effective and successful for our clients. We value service, our people, a roll up your sleeves attitude, and continuous improvement. If you are young in your career, grow with us. If experienced, get better with us. There is no one like you, and there is no place like AO.
Benefits :
We offer all the benefits of a big firm, with all the human connections of a small one. You will never be a number at AO. Join our community.
Partial list of benefits :
- Full Suite of Medical, Dental, Life & Supplemental Insurance
- Ongoing Education and Exam Reimbursement
- Most Medical Plans fully paid for employee-only coverage
- Company Paid Basic Life Insurance & Long-Term Disability
- Retirement Plan, Health Savings and Flexible Spending Accounts
- Overtime Compensation for Hourly Employees
- Paid Vacation, Holidays and Sick Time
- Rail Station one block from campus
Purpose of Position
To perform various administrative functions to support the Commercial Studio, Senior Staff, and General Operations of the organization.
Essential Duties & Responsibilities
A combination of all or most of these essential duties are expected of the Commercial Project Coordinator position within AO :
Administrative :
Support Team with Project tasks on a daily basisTrack email requests in an efficient and organized mannerAssist with regular Microsoft Teams meetings and / or Conference callsDevelop specific goals and plans to prioritize, organize and accomplish tasks in a timely mannerProvide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail or in personCoordinate reprographic work orders with reprographic company and team as neededOrder lunches and / or prepare beverages for Project Team meetings as neededCoordinate kick-off and project meetings as neededCommunicate with Clients and Consultants in a representative capacityLiaison between Team and Travel Agency as neededProvide back-up with phones and Front Desk back-up as neededManaging Partner / Partner Support
Perform special tasksOccasionally pick-up lunchesCoordinate Client / Consultant meetings and / or conference callsEntering, transcribing, storing or maintaining information in written or electronic formReconcile Receipts and create Expense Reports as neededContract / Project Administration
Create new projects in Deltek Vision, Network Folders and NewformaCreate, edit and maintain contacts in Contact DirectoryAssist PM or Marketing with Client RFP ResponsesCoordinate with contracts team to review and redline NDA'sPrepare and issue Consultant RFP'sReview Consultant proposals for scope and fee accuracyPrepare draft Proposals and ASA's for PM reviewPrepare Fee Schedules for PM ReviewIssue Proposals and ASA's to ClientFollow up on Proposals / ASA's to obtain executed copiesIssue Notice to Proceed and / or Consultant Agreements to ConsultantsFacilitate and track contract negotiations and maintain archives of contract negotiationsRequest Insurance review and COI's with Insurance CarriersPreparing and / or transcribing agendas, addendums, bulletins, punch list, project directories, correspondences, memos, meeting minutes, plan check response letters, specifications, transmittals, etc.Scan and file DocumentsSupervisory Responsibilities
No supervisory responsibilities associated with this position.Duties and responsibilities may be added, deleted, modified, or changed at any time at the company's discretion. Changes may be made formally, informally either verbally or in writing.
Qualifications
Education and / or Experience
Minimum, High school diploma / GEDPriority will be given to candidates with more than two years of experience as an A / E Project Coordinator
Other Skills and Abilities
Professional background in Project Management, Architecture, Engineering and Construction strongly preferred.Understand technical terminology of the Architectural and Construction industry.Proficient in Microsoft Office Suite, Bluebeam, Newforma, and Deltek Vision preferred.Excellent verbal and written communication skills.Must possess the ability to interact and represent the firm well with clients, consultants, vendors and external organizations on behalf of the senior management team.Strong attention to detail including proofreading.Strong analytical, critical thinking and problem-solving skills.Must be extremely organized.Maintain proper file management for project documentation and communications.Ability to work well under pressure, juggle and prioritize multiple projects and adjust work accordingly, often against tight deadlines.Ability to read and interpret documents such as contracts and other agreements.Must possess interpersonal skills using tact, patience, and courtesy.Work Environment
There are no unusual work environment characteristics required in terms of those an employee encounters while performing the essential functions of the job, including heat or cold, work locations, chemicals, or toxic substances. There is moderate business office noise only. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Requirements
Stand or walk 30% and sit 70% of the timeLift or exert up to 10 lbs.Talking and hearing are requiredMust be able to use hands to finger, handle or feel items up to 2 / 3 of the timeMust be able to reach with hands and arms up to 1 / 3 of the timeWork Schedule
8 hours per day / 5 days a week onsite with occasional overtime as needed.
