Design Coordinator

Gray Architects & Engineers, LLC•Lexington, KY

4d•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 role supports project document coordination and administration across multiple projects, helping teams keep reviews, project records, consultant coordination, and document releases organized and on schedule. The Design Coordinator uses Bluebeam Xtreme, Forma, and Egnyte to support drawing reviews, project setup, document control, consultant onboarding, and document sharing. The position coordinates review and sealing workflows with the Architect of Record and Engineer of Record, tracks comments and action items, supports QA/QC processes, monitors milestones, and communicates issues or potential delays to project leadership. Occasional overtime may be required to meet project deadlines and business needs. This position has no supervisory responsibilities and is not eligible for visa sponsorship.

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, attention to detail, and the ability to manage competing deadlines while maintaining accurate project records.

Nice To Haves

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

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 the tracking, distribution, and filing of Design Supplemental Instructions (DSIs), as directed by project leadership.
Support QA/QC reviews and coordinate review sessions, document readiness, and reviewer follow-up, including setting up Bluebeam Studio Sessions.
Manage project setup and administration 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 communicate important dates to the project team.
Coordinate document control for each project 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 consultants to 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 direction from project leadership.
Perform other duties as assigned.