Job Description

Job Posting: Architecture & Construction Coordinator

• 6-Month Contract to hire
• Pay Rate: $26-29/hr
• Hybrid schedule (Tuesday-Thursday on-site) in Orlando, FL

We are seeking a highly organized, detail-oriented Architectural & Construction Coordinator to support our Architecture & Construction team. This role is essential in ensuring the smooth operation of daily administrative functions, supporting project execution, and maintaining strong relationships with internal teams, external consultants, and vendors. The ideal candidate thrives in a fast-paced environment, communicates professionally, and excels at managing multiple priorities.
Key Responsibilities Department & Project Administration
Manage the daily administrative operations of the Architecture & Construction Development department.
Create and maintain digital and physical filing systems for records, reports, documents, and project materials.
Enter, retrieve, and maintain project information using PMWeb and other database tools.
Prepare and process timesheets, complete expense reports, and handle invoice processing.
Reconcile department and consultant expenses and maintain accurate project cost tracking in PMWeb.
Organize enacted project entitlements and assist with ongoing updates and renewals.
Project Support & Coordination
Maintain Microsoft Project schedules for capital projects and renovations.
Provide FF&E (Furniture, Furnishings & Equipment) oversight for turn-key projects, including cataloging, processing, and facilitating payments for all procurement invoices.
Prepare presentations and project deliverables for the Architecture & Construction team.
Coordinate distribution of brand standards to design consultants and potential business partners.
Consultant & Vendor Management
Manage relationships with design consultants and vendors.
Prepare Requests for Proposals (RFPs), distribute to shortlisted consultants, receive submissions, and prepare synopsis reports with evaluations and comments.
Generate consultant contracts and prepare Contract Request Forms (CRFs).
Conduct market research, analyze data, and maintain a library of qualified consultants and vendors.
Coordinate and participate in meetings with design consultants, general contractors, and other stakeholders; document and distribute meeting action items.
Office & Guest Support
Welcome and assist internal and external guests in a professional manner.
Answer phones and communicate using clear, professional language.
Prepare letters, memos, reports, and other documents using Microsoft Office and related software.
Screen, sort, and distribute incoming mail and packages to appropriate personnel.
Coordinate appointments and meetings for senior staff members.
Operate standard office equipment and transmit documents electronically as needed.
Team & Culture Responsibilities
Facilitate onboarding, orientation, and training for new hires within the department.
Maintain confidentiality and compliance with company policies and procedures.
Build and maintain positive working relationships, contributing to a collaborative team environment.
Address sensitive issues with tact, diplomacy, and professionalism.
Support coworkers and contribute to shared goals.
Physical Requirements
Move, lift, carry, push, or pull items up to 30 lbs without assistance.
Pack and unpack large items when required.
Other Duties
Perform additional reasonable job duties as assigned.
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Skills Required