Project Coordinator

Job DescriptionJob DescriptionDescription:

Who We Are
At OAC, we do what we love in the service of people who love what we do. This means that we have many different disciplines with one common goal: to serve our clients and communities as trusted partners while focusing on how design and construction can improve all aspects of the built environment. To accomplish this, we focus on hiring professionals who are experts in their fields, inspire others, enjoy sharing knowledge, and see collaboration as not only an asset, but a necessity. If you are passionate about your work and would like to work in a positive, energized environment, then you’ll find a home with us.

Who You Are

Join our dynamic team as a Project Coordinator, where you'll play a key role in driving project success and making an impact in a fast-paced, collaborative environment!

OAC is looking for an organized and detail-oriented professional with strong communication skills who thrives in a fast-paced, team-oriented environment. You are comfortable juggling multiple tasks and projects while meeting tight deadlines. Your ability to collaborate effectively with diverse teams and departments ensures smooth project execution. You will provide essential support for project teams, including scheduling meetings, managing files, and coordinating logistics. You will assist in maintaining accurate project records, tracking contracts, and managing project documentation from initiation to closeout. Additionally, you will support fiscal management tasks, such as tracking budgets, verifying invoices, and ensuring compliance with project contracts.

What You Will Do:

Team Support

1. Provide meeting support including scheduling, ordering catering, reserving conference rooms, setting up physical or virtual meetings, and attend as necessary.
2. General administrative support including file management, tracking documents, technical editing and formatting of project documents, requests to assist with marketing support.
3. Communicate clearly and effectively with both internal and external clients regarding project inquiries or department procedures/requirement.
4. Provide shipping, mailing, courier support as needed.

Internal Project Controls

1. Work with project managers to efficiently and accurately set-up projects in OAC systems and track that all initial requirements are met.
2. Maintain accurate project files throughout the life of projects.
3. Participate in development, maintenance, and implementation of business and administrative procedures.
4. Develop, modify and/or maintain all document and report templates.

Contract Administration

1. Issue and track master contracts.
2. Create contract files, log and track all engagement letters/contracts including contract drafting and contract change management.
3. Lifecycle management of contract from project set-up to archiving.
4. Prepare, organize, and /or coordinate files and information used in execution of client engagements.
5. Prepare and issue task orders in accordance with client contract and coordinated project manager.
6. Request current project specific Certificates of Insurance and distribute, as necessary.
7. Process and track contracts, change orders and other project documentation as required.
8. Prepare and distribute project closeout documents.

Fiscal Management

1. Monitor actual vs. budget expenses per contract and communicate discrepancies accordingly.
2. Assist with forecasting and project data tracking and verify forecast rates for accuracy.
3. Update budgets for client engagements.
4. Review and confirm invoices for payment in accordance with client contract.

May include other duties as assigned

Requirements:

Education & Experience

• Proficiency with Microsoft Office Suite, with high proficiency with Outlook, Word and Excel required.
• Flexibility and strong prioritization skills, with ability to work in a matrixed environment responding to multiple stakeholders.
• Strong communication skills with the ability to listen, understand, respond, and communicate complex information effectively with varying audiences.
• Solid organizational skills, including multitasking and time-management.
• A team-oriented approach and the ability to work with different personalities and professional styles under pressure.
• Detail oriented with an emphasis on accuracy and quality.
• Ability to work effectively in both self-directed and collaborative environments.
• Highly proficient in Microsoft Office Suite, Word, Excel, Outlook, Bluebeam Revu, Microsoft Project (or other scheduling software).
• Must be authorized to work in the United States for the duration of employment.
• Must be able to pass motor vehicle record check and comply with OAC's motor vehicle policy.

Qualifications:

• Associates or bachelor’s degree or equivalent experience .
• Previous experience in AEC industry or equivalent .
• Excellent interpersonal, organization, and communication, skills.

Not meeting every single requirement?

Research indicates that some minority groups tend to hesitate in applying for jobs unless they meet all the qualifications. At OAC, we strongly believe in fostering a diverse, inclusive, and genuine work environment. If you find this position intriguing but your previous experience doesn't perfectly match every qualification listed above, we wholeheartedly encourage you to submit your resume. You might be the ideal candidate for this role or for other opportunities in the future!

Why Work for Us

At OAC we know we are not perfect; therefore, we are committed to continually looking for ways to grow and improve. We are committed to being known as a “best place to work”; in fact, it’s a strategic goal of ours that we are consistently analyzing and working on. We are dedicated to improving the health, well-being, and sense of belonging for all our employees, and we are committed to making better happen - for our employees, our clients, and our community.

In addition to base pay, our benefits include (depending on employment status):

• Flexible scheduling and hybrid work arrangements (when feasible).
• Health benefits for both single employees and families that are above those generally provided by our peers.
• 100% company paid coverage for employee medical, dental and vision insurance premiums and 70% premium coverage spouse/domestic partner and dependents.
• The choice between two medical coverage options and two dental plans.
• Company paid coverage for employees and dependents for on-demand primary medical care.
• Health savings account with company contribution provided.
• Health care, limited purpose, and dependent care flexible spending accounts.
• Company paid short-term, long-term, life and AD&D insurance plans.
• Voluntary life and AD&D insurance plans.
• Paid parental leave in addition to state parental leave benefits.
• 401K retirement plan and up to 5% match of annual.
• Commuting benefits for transit through a fully paid, company issued ORCA card.
• Annual discretionary performance bonus.
• Company purchased iPhone or monthly phone reimbursement.
• Fitness membership reimbursement.
• Annual charitable donation matching.
• Paid professional development opportunities.
• Voluntary AFLAC supplemental insurance.
• Voluntary Norton LifeLock ID Theft Protection.
• Generous paid time off including flexible personal holidays, vacation, and sick time.

About the Firm

Founded in 1955, OAC provides public and private multi-disciplinary, building consulting services. OAC delivers comprehensive program management, applying proven management techniques to the planning, design, and construction of a project from inception to completion. OAC's building enclosure team designs efficient, complete, and sustainable building enclosure systems. The Forensic Architecture and Engineering practice at OAC provide investigation, repair design, and expert witness consulting on construction litigation and insurance claims.

The future is bright as we continue to expand - check out our website for more: http://oacsvcs.com/who-we-are/oac-careers/

Our compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $29/hr to $41/hr. Pay is based on a number of factors including market location and may vary depending on job-related knowledge, skills, and experience. Dependent on the position offered, equity, sign-on payments, and other forms of compensation may be provided as part of a total compensation package, in addition to a full range of medical, financial, and/or other benefits. Applicants should apply via our internal or external career site.

OAC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to , ancestry, , family or medical care leave, or expression, genetic information, marital status, medical condition, , physical or mental , political affiliation, protected veteran status, race, , (including ), , caste, or any other characteristic protected by applicable laws, regulations, and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or reasonable accommodation due to a during the application or the recruiting process, please send a request to HR@oacsvcs.com.

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Notice to Recruiters and Staffing Agencies: to protect the interests of all parties, OAC Services will not accept unsolicited resumes from any source other than directly from a candidate or an approved vendor that has a written and signed agreement in place with OAC Services. Please do not contact or forward resumes to our company employees or locations. Any unsolicited resumes will be considered OAC property. OAC is not responsible for any charges or fees related to unsolicited resumes.