Program Coordinator, Architecture

About the role

Join a growth-oriented team where creativity meets innovation. At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry.

Responsibilities

• Support the daily operations of our program and project teams by providing administrative assistance throughout all phases of project delivery, including project development, design, preconstruction, and construction administration.
• Collect, process, organize, input, and maintain project data and documentation from various sources and stakeholders to support the administrative, reporting, compliance, communication, and documentation needs of active projects.
• Coordinate project documentation and deliverables through platforms such as Autodesk Construction Cloud (ACC), project dashboards, and electronic signature tools, maintaining file structures, workflows, permissions, and project records.
• Manage invoice and pay application processes by coordinating with contractors, suppliers, and accounting teams to process invoices, pay applications, purchase requests, change documents, and other financial documentation while tracking approvals, collections, discrepancies, and closeout requirements.
• Aid project managers with administrative project deliverables, including processing submittals, requests for information (RFIs), compliance documentation, bills of sale, change documents, and other project records to support successful project execution.
• Maintain accurate project information and reporting by updating project dashboards, client portals, and program tracking tools to reflect current project status and ensure documentation remains organized and accessible.
• Provide responsive communication and high-quality customer service to internal and external stakeholders, meeting project commitments, identifying opportunities to improve service, incorporating feedback, and providing general administrative support as needed.

Qualifications

• 2+ years of administrative, clerical, or project support experience required.
• 2+ years of experience as a Construction Administrator, Construction Project Coordinator, Architectural Project Coordinator, or in a similar project support role preferred.
• Proficiency with Microsoft Office Suite.
• Experience with Autodesk Construction Cloud (ACC), Procore, or similar construction/project management software preferred.
• Experience with Microsoft Project, Primavera, or similar project scheduling software preferred.
• Familiarity with Smartsheet or the ability to quickly learn new software and business systems.
• Strong organizational, written, and verbal communication skills with exceptional attention to detail.
• Ability to think critically, manage multiple priorities, and consistently deliver high-quality work.
• Knowledge of administrative, documentation, and general billing processes.
• Ability to build collaborative relationships and work effectively across cross-functional teams, as well as with clients and external partners.

Pay

This is a full-time, long-term position.

Schedule

Not specified.