Design & Engineering Coordinator

About the Role

The Design & Engineering Coordinator supports the VP of Design & Engineering in running design reviews, standards governance, vendor evaluation, and document control across a concurrent multi-project portfolio. This is not a general administrative role. The successful candidate will handle drawing sets, specifications, submittals, RFIs, and compliance trackers directly, and will be trusted to keep multi-discipline review cycles on schedule without prompting.

Responsibilities

• Document Control
  • Maintain project document structures, file naming conventions, and revision control across SharePoint and project management platforms
  • Log, distribute, and track drawing sets, specifications, submittals, RFIs, and design review comments; confirm receipt and closure
  • Issue and archive transmittals; maintain current-revision registers so teams are never working from superseded documents
  • Control access permissions and confidentiality requirements on tenant-sensitive documentation
• Project Coordination
  • Track design review cycles against stage-gate milestones; flag slipping deliverables before they become schedule impacts
  • Maintain compliance and deviation logs (OPR vs. BOD), RFI logs, and bid comparison matrices under the direction of the VP
  • Assemble review packages for internal and tenant distribution, including consolidated comment logs and response tracking
  • Coordinate multi-discipline and multi-time-zone reviews
• Meetings, Workshops, and Follow-Up
  • Build agendas, capture minutes, and maintain action item registers with owners and due dates
  • Drive follow-up to closure; escalate stalled items rather than letting them sit
  • Coordinate logistics for design workshops, kickoffs, and knowledge-transfer sessions, including materials preparation
• Resource and Vendor Support
  • Support bid processes: RFP distribution, bidder Q&A logs, proposal intake, and comparison workbook population
  • Onboard consultants and vendors to document platforms and naming standards
  • Maintain contact registers, consultant scopes, and design team org charts across projects
  • Track candidate pipelines and interview scheduling for design and engineering hires
• Standards Governance
  • Maintain and version-control company design standards, checklists, and templates
  • Ensure current standards are published, indexed, and accessible to project teams
• Executive Support
  • Manage a heavily loaded calendar across multiple time zones, including travel booking and itinerary management
  • Prepare presentation materials, expense reports, and correspondence

Requirements

• 5+ years supporting engineering, architecture, construction, or data center development teams
• Demonstrated document control experience on active design or construction projects
• Working fluency with drawing sets, specification sections, submittal and RFI workflows, and design phase deliverables (SD/DD/CD/IFC)
• Advanced Excel, PowerPoint, Word, Outlook, and SharePoint
• Experience with at least one AEC platform: Procore, Autodesk Construction Cloud/BIM 360, Newforma, Sitetracker, Bluebeam Revu, or equivalent
• Exceptional organization and follow-through; comfortable owning action item closure without reminders
• Clear, concise written communication; able to summarize technical status accurately for executive review

Preferred Qualifications

• Direct data center or mission-critical facility experience
• Familiarity with OPR/BOD frameworks, commissioning documentation, and deviation log methodology
• Exposure to MEP, electrical, and structural terminology sufficient to route comments to the correct discipline
• Experience coordinating across international teams and code environments
• Degree or certificate in architecture, engineering, construction management, or a related technical field

Success in the First 90 Days

• All active projects operating on a single, enforced document structure and naming convention
• Action item registers current and accurate for every recurring project meeting
• Zero instances of teams reviewing superseded documents
• VP's review queue prioritized and prepared in advance, with supporting documents assembled