Design Coordinator

Gray Architects & Engineers•Lexington, KY

3d•Onsite

About The Position

Gray AES is seeking a Design Coordinator for its Lexington, Kentucky office. Gray AES is Gray’s professional services arm, providing architecture, engineering, and automation services through multidisciplinary teams. The Design Coordinator supports project teams by coordinating drawing preparation and review, project setup and administration, document control, consultant onboarding, schedules, and quality assurance/quality control processes across multiple projects. This role is not eligible for visa sponsorship and has no supervisory responsibilities. The work is generally performed in a normal office environment with moderate noise and controlled temperature and humidity. Occasional overtime may be required to meet project deadlines and business needs.

Requirements

Associate’s degree or at least five years of relevant experience.
Proficiency with Microsoft Office tools for business communication, presentations, and collaboration.
Strong verbal and written communication skills and the ability to coordinate effectively with professionals across teams.
Strong organizational skills and attention to detail.
Ability to manage competing deadlines while maintaining accurate project records.

Nice To Haves

Experience in a professional services firm or similar environment is preferred.
Knowledge of industry-specific software such as Bluebeam, FormaBIM360, Egnyte, and/or Procore is a plus.

Responsibilities

Use Bluebeam Xtreme to manage review sessions, update drawing sets, create hyperlinks and bookmarks, maintain sheet names, and prepare forms.
Coordinate drawing preparation and routing for review and sealing by the Architect of Record (AOR) and Engineer of Record (EOR).
Attend project meetings.
Coordinate Consultant Registration Information for cover sheets.
Assist with internal project document reviews at defined review stages.
Track review comments and outstanding action items, coordinate follow-up with responsible team members, and flag unresolved items before document release.
Coordinate tracking, distribution, and filing of Design Supplemental Instructions (DSIs), as directed by project leadership.
Support QA/QC reviews by coordinating review sessions, document readiness, and reviewer follow-up, including setting up Bluebeam Studio Sessions.
Support project setup in Forma, including adding and managing team members, configuring the consultant toolbox, establishing permissions, and coordinating document sharing.
Monitor project schedules, critical deadlines, and key milestones, and proactively communicate important dates to the project team.
Coordinate project document control using Forma and Egnyte to manage document releases and current drawings.
Maintain consistent document naming, revision tracking, and file organization so project teams can access current drawings and documents.
Support consultant onboarding by introducing Gray AES processes, procedures, tools, and project expectations.
Set up and coordinate consultants’ model and document sharing on Forma.
Identify and communicate missing information, document discrepancies, access issues, and potential delays to the appropriate project lead.
Coordinate document activities across multiple projects, aligning priorities with project deadlines and project leadership direction.
Perform other duties as assigned.