Design & Engineering Coordinator

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.

Core 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• Issue and archive transmittals; maintain current-revision registers so teams are never working from superseded documents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