Project Coordinator

dbHMS•Chicago, IL

13d•Hybrid

About The Position

Do more than just build! At dbHMS, we are a collection of doers and thinkers. We combine our passion for engineering with our client’s vision to realize successful construction projects in our community and worldwide. Together with our clients, we are dedicated to leaving a legacy of stewardship and innovation through our impact on the built environment. Our staff of talented individuals and unique characters are united in their dedication to deliver high-performance, efficient, and sustainable buildings worldwide. Our Design Studio team, in our Chicago office, is seeking a Project Coordinator . This role supports firm leadership and Project Managers in the execution of their responsibilities as client managers, team managers, and representatives of the firm. Our dynamic work environment provides the perfect opportunity to advance your career while developing and fine-tuning your skills along with offering a supportive office culture, diverse workforce, flexible work schedules, and regular social events. At dbHMS, you will find everything you need for an exciting, challenging, and rewarding career. dbHMS is committed to a diverse workforce and to providing a safe, accessible workplace. Most duties will be performed in an office environment. dbHMS currently operates with both hybrid and remote-only work policies. While performing the duties of this job, the employee is regularly required to sit and the work typically requires the use of hands to type and the ability to talk and hear. The typical week consists of five, eight-hour shifts. Project Coordinators assist Project Managers and Design Engineers in the execution of their projects. Project Coordinators are responsible for facilitating communication with clients about project logistics and documentation, as well as facilitating communication with the internal dbHMS team. Additional responsibilities include assisting leadership on initiatives that promote team development and the firm’s growth. This position is client facing, and the candidate is expected to be comfortable representing the company to external clients and other industry professionals, which is paramount in the execution of our work.

Requirements

Minimum Education: Associates degree in an Administrative, Architectural or Design related field. Some Higher Education will be considered if candidate demonstrates a strong commitment to the position.
Proficient in Microsoft Office; particularly Outlook, Word and Excel.
Candidate may be required to take a proficiency test.
Strong organizational skills and ability to keep track of various items with awareness on their level of importance.
Demonstrates a positive attitude.
Strong work ethic with the ability to work in a team environment and independently.
Excellent verbal and written communication skills.
Motivated self-starter and fast learner.

Nice To Haves

Knowledge of the A/E/C field is desired.
Customer service experience is desired.

Responsibilities

Administer project deadlines, internal milestones, and deliverable requirements using our Project Management software.
Assist with new project setup including team communication, project folder setup, and project documentation organization.
Coordinate and schedule internal and external meetings.
Maintain current project logs for open and action items.
Take notes and assemble draft meeting minutes for review by Project Manager.
Facilitate transfer of deliverables to client by the established deadline.
Track Client requests to help the project team respond in a timely manner.
Assists Project Manager to ensure projects are properly staffed in our Project Manager software.
Manages project documentation and maintains an organized file structure for each project.
Assist with proposals and contracts.
Assist the Project Manager in monitoring the financial health of their projects.
Assist with tracking construction administration correspondence including submittals, RFI’s, and change orders.
Proactively facilitates communication with Project Manager, internal team, and Client to ensure open construction issues are resolved in a timely manner.
Assist with firm initiatives and improvements under supervision of leadership.