The Role
Provides administrative and project coordination support for design services, including contract administration, budgets, specifications, subcontractor records, meetings, documentation, invoices, and project tracking. Serves as a communication point for clients and team members while maintaining organized project files and supporting billing workflows. Requires strong organization, communication, multitasking, AEC familiarity, occasional travel, and the ability to obtain a federal security clearance.
Summary Generated by Built In
Position SummaryThe Design Project Coordinator provides administrative support to the Senior Director of Design Services and project managers. This role helps manage design project documentation, supports contract processes, and serves as a key point of contact for clients and team members. A professional and friendly demeanor is essential for both in-person and phone interactions.Key Tasks
Disclaimer: This is not to be an exclusive list of all responsibilities, duties, and skills required of the person in this job. G.M. Hill Engineering, Inc. (GMHILL) is an Equal Opportunity Employer. GMHILL considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status, or any other legal protected status. The candidate selected must pass a thorough background check (including E-Verify), federal security clearance processes and comply with GMHILL’s Drug and Alcohol policy adhering to pre-employment, random, post-accident and for cause testing.
- Project Support: Assist with contracts, budgets, and design project documentation from start to finish.
- Specifications Management: Help develop and manage design specifications and workflows.
- Subconsultant Coordination: Track insurance, maintain records, and support ongoing relationships.
- Contract Administration: Prepare and distribute subcontracts, change orders, and purchase orders.
- Meeting Coordination: Schedule, attend, and document project meetings.
- Document Management: Maintain organized digital and paper files for all project-related materials.
- Software & Data Entry: Use tools like Smartsheet, Procore, and WAWF for tracking and billing.
- Invoice Processing: Support invoice coding and submission.
- General Admin: Handle correspondence, printing, and other administrative tasks as needed.
- Education: High school diploma required; associate or bachelor’s degree preferred.
- Experience: 5+ years in a related role.
- Citizenship: U.S. citizenship and ability to obtain security clearance.
- Skills:
- Familiarity with AEC industry terms.
- Proficiency in MS Office; knowledge of Procore, Smartsheet, and Bluebeam is a plus.
- Strong communication, organization, and multitasking abilities.
- Ability to work independently and in teams.
- Occasional travel required; valid driver’s license and insurance needed.
Disclaimer: This is not to be an exclusive list of all responsibilities, duties, and skills required of the person in this job. G.M. Hill Engineering, Inc. (GMHILL) is an Equal Opportunity Employer. GMHILL considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status, or any other legal protected status. The candidate selected must pass a thorough background check (including E-Verify), federal security clearance processes and comply with GMHILL’s Drug and Alcohol policy adhering to pre-employment, random, post-accident and for cause testing.
Skills Required
- High school diploma
- Five or more years of experience in a related role
- U.S. citizenship
- Ability to obtain a federal security clearance
- Valid driver's license and automobile insurance
- Familiarity with AEC industry terminology
- Proficiency with Microsoft Office
- Associate or bachelor's degree
- Knowledge of Procore, Smartsheet, and Bluebeam
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The Company
What We Do
G.M. Hill Engineering (GMHILL) is a woman-owned design and construction firm headquartered in Jacksonville, Florida. Established in 2004, it provides integrated planning, architecture, interior design, structural engineering, project management, construction management, design-build, and general construction services. The company specializes in public and federal-sector facilities and infrastructure, delivering collaborative, full-cycle building solutions from concept through completion for government and private clients.
