Architecture Project Coordinator

Goodwyn Mills Cawood (GMC) is one of the largest privately held architecture and engineering firms in the Southeast.

GMC has an opening for an Architecture Project Coordinator to support ongoing projects in the Carolinas offices. This role is a key project team position focused on project administration, communication, organization, coordination, and follow-through from project kickoff through closeout. The Architecture Project Administrator serves as a Project Leaders right hand, helping keep projects moving, teams aligned, and deliverables organized so that clients receive responsive, high-quality service.

The ideal candidate is highly organized, detail-oriented, proactive, and service-minded, with the ability to manage multiple project support responsibilities at once. This person must be strong in communication, documentation, scheduling, and coordination, and must thrive in a fast-paced architecture and engineering environment.

The Architecture Project Administrator supports the successful delivery of architectural projects by providing day-to-day administrative and project coordination support to Project Managers and project teams. This role is responsible for maintaining project organization, managing communication flow, coordinating schedules and meetings, supporting documentation and deliverables, tracking action items, assisting with contracts and project records, and helping teams stay responsive to client and consultant needs.

This is not a business development or practice leadership role. It is a project delivery support role that improves team efficiency, reinforces accountability, reduces administrative burden on PMs, and strengthens the overall client experience. The Project Administrator supports local project execution while coordinating effectively with internal disciplines, consultants, regulatory agencies, and specialty practice resources as needed.

ESSENTIAL JOB DUTIES

PROJECT DELIVERY SUPPORT (60%)

• Support assigned Project Managers and project teams in the administration and coordination of multiple projects at various stages of design and construction.
• Maintain project organization, documentation, filing systems, and records throughout the project life cycle.
• Prepare, format, assemble, track, and distribute project documents, reports, meeting materials, submittals, addenda, and closeout documents as directed.
• Assist in the preparation, routing, and tracking of contracts, amendments, consultant agreements, fee exhibits, and related project administration documents.
• Coordinate project schedules, milestone dates, internal deadlines, and deliverable calendars to help ensure timely project execution.
• Track project action items, decisions, due dates, and outstanding responsibilities to help the PM maintain accountability across the team.
• Assist with assembling front-end and general project documentation, specifications, and other administrative components of project deliverables.
• Maintain bid-phase and procurement-related records, including advertisements, distribution lists, plan holder lists, addenda logs, and bid documentation as required.
• Assist with construction-phase administrative support, including document logging, field report formatting, meeting minutes, punch list documentation, submittal logs, and closeout tracking.
• Support project closeout by organizing record documents, warranties, manuals, certificates, and final project documentation.

COMMUNICATION & COORDINATION (25%)

• Serve as a central point of coordination for assigned projects to help ensure communication is timely, organized, and clearly documented.
• Coordinate meetings, agendas, invitations, logistics, follow-up items, and meeting records for internal teams, clients, consultants, contractors, and agencies.
• Prepare and distribute meeting minutes, action item lists, and follow-up communications in a timely manner.
• Respond professionally to routine project inquiries from clients, consultants, contractors, and regulatory agencies, routing technical or contractual matters to the appropriate project leader.
• Coordinate across architecture, interior design, and engineering disciplines to support integrated project delivery.
• Help facilitate coordination between local office teams and specialty practice resources when required for project execution, quality support, or technical alignment.
• Maintain professionalism and responsiveness in all communications, reinforcing GMC’s commitment to service, organization, and reliability.

PROJECT CONTROLS, QUALITY SUPPORT & RESPONSIVENESS (10%)

• Monitor project administration processes for completeness, consistency, and adherence to established standards and templates.
• Assist PMs and project teams in identifying missing information, overdue items, coordination gaps, and documentation risks before they become larger project issues.
• Support QA/QC processes by helping organize review sets, comments, checklists, and revision tracking.
• Help maintain accurate project records that support internal accountability, risk management, and strong client service.
• Recognize and escalate project concerns, documentation gaps, schedule issues, or communication breakdowns to the PM or Practice Leader as appropriate.

TEAM ORIENTATION, COMPANY PERSPECTIVE & CONTINUOUS IMPROVEMENT (5%)

• Work collaboratively across offices, disciplines, and project teams to support the successful execution of work.
• Reinforce GMC standards, project procedures, and Core Values in all internal and external interactions.
• Demonstrate a team-first attitude, strong ownership of responsibilities, and a willingness to support others as project needs evolve.
• Contribute ideas that improve workflows, templates, communication systems, and overall project delivery efficiency.
• Participate in training and professional development to strengthen knowledge of project delivery processes, software, and industry best practices.

PROFESSIONAL COMPETENCIES

TEAM ORIENTATION

• Works effectively with Project Managers, Project Architects, consultants, clients, contractors, internal disciplines, and specialty practice resources.
• Understands the role as a project support leader who strengthens the team through consistency, responsiveness, and follow-through.
• Demonstrates professionalism, reliability, and a collaborative mindset.

COMMUNICATION

• Communicates clearly and professionally in both verbal and written formats.
• Organizes and conveys information in a way that helps teams make decisions and stay aligned.
• Produces accurate, timely, and well-structured project correspondence and documentation.

ORGANIZATION & EXECUTION

• Exceptionally organized and detail-oriented.
• Able to manage multiple priorities, maintain deadlines, and keep projects administratively on track.
• Anticipates needs, follows through, and closes loops without requiring repeated direction.

SERVICE ORIENTATION

• Supports a high standard of client service through responsiveness, professionalism, and reliability.
• Understands that great project administration directly affects team performance and client confidence.
• Helps create a calm, organized, and dependable project experience.

CONTINUOUS IMPROVEMENT

• Demonstrates initiative, adaptability, and a desire to improve systems and workflows.
• Learns quickly and seeks more efficient ways to support project delivery without sacrificing quality.
• Embraces process improvement, technology tools, and standardization where appropriate.

QUALIFICATIONS

EDUCATION / EXPERIENCE

• Experience in architecture, engineering, construction administration, project coordination, or professional services administration.
• Experience supporting architectural or multidisciplinary A/E projects strongly preferred.
• Associate’s or Bachelor’s degree in a related field preferred, but equivalent professional experience may be considered.
• Familiarity with the design and construction process, including project phases, consultant coordination, and basic contract/document workflows.
• Experience with project documentation, meeting coordination, schedule tracking, and administrative support in a professional office environment.

SKILLS

• Strong proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
• Strong document formatting, proofreading, and file management skills.
• Ability to work in Revit to ensure successful delivery of project documentation.
• Excellent written and verbal communication.
• Strong time management and multitasking ability.
• Ability to prioritize work, stay organized under pressure, and manage shifting deadlines.
• Ability to work with discretion and professionalism around confidential project and client information.
• Familiarity with project management, scheduling, or document control platforms is preferred.
• Experience with Deltek, specification/document platforms, or construction administration tracking tools is a plus.

PERSONAL ATTRIBUTES

• Highly dependable and self-directed.
• Strong sense of ownership and urgency.
• Service-minded and team-oriented.
• Calm under pressure.
• Detail-driven without losing sight of the larger project picture.

TRAVEL EXPECTATION

• Occasional travel to project sites, client meetings, consultant meetings, or other GMC office locations may be required.
• Limited overnight travel may be required depending on project and office needs.

PHYSICAL DEMANDS

• This position requires work to be performed in an office environment and occasionally in other regional office locations.
• Office work may include prolonged periods sitting at a desk and working on a computer.
• Field visits may involve walking project sites, climbing stairs, bending, crouching, and exposure to varying weather conditions.

ABOUT GMC

We believe in community, collaboration, and using the power of creativity and hard work to make a difference. Whether designing schools, parks, hospitals and other commercial developments, or providing clean water, safe streets, and restoring resilient environments, GMC takes great pride in serving our communities through the transformative work we do. Every project is guided by the foundational concept that communities are built by people, not companies, and we strive to serve our communities with quality, integrity, creativity, and care. One of the Southeast’s most comprehensive multi-disciplined firms, GMC is equipped to provide all of the services associated with architecture, interior design, civil engineering, environmental services, landscape architecture, planning, transportation engineering, geotechnical engineering, electrical engineering, surveying, and disaster recovery. This role supports that multidisciplinary model by helping project teams stay coordinated, responsive, and organized throughout delivery.

PI283772034