Construction Services Studio Coordinator Job at Bodwé Professional Services (Kalamazoo)

Job Description

As a Studio Coordinator within the Construction Services Studio, you will play a critical role in supporting project delivery, construction administration, safety program initiatives, and studio operations. This position serves as a central coordination resource for Construction Administrators, Project Managers, and design-build teams, ensuring projects are organized, compliant, and efficiently executed throughout the construction phase.

Job Responsibility

Coordinate construction administration documentation and project correspondence
Assist project teams with maintaining project schedules, action item logs, and document control procedures
Manage client contact information and maintain project files
Support the business development team in maintaining project records, gathering information, and developing proposals if needed
Support project startup activities, including project setup, team coordination, resource organization, and development of processes that promote collaboration and timely project delivery
Prepare contracts using American Institute of Architect (AIA) software and consultant agreements
Track, organize, and file certificates of insurance, contracts, and modifications
Finalize project specification/project manuals using SpecsIntact, SpecLink, and Masterspec software
Track and process submittals, shop drawings, and Requests for Information (RFIs)
Assist with coordination of site visits, field reports, and construction meeting documentation
Support project closeout activities, including collection and organization of warranties, as-built documents, operation and maintenance manuals, and final project records
Support implementation and administration of construction safety program requirements
Work in partnership with the Director of Construction Services, Construction Administrators, Project Managers, and other team members to ensure that all project information is accurate and meets the quality requirements for assigned areas of responsibility before being communicated outside the office
Use software programs to prepare spreadsheets, create documents, maintain databases, and execute other applications
Create, compose, and review administrative correspondence and technical documents with thorough audit and application of formatting, grammar, spelling, and punctuation to ensure company standards are being met
Promote accountability by helping project teams track commitments, deadlines, deliverables, and project requirements
Foster commitment to external and internal client service
Handle telephone, email, and personal contact with internal employees and external clients
Maintain professional communication with clients, consultants, contractors, and internal team members to facilitate effective project execution
Serve as the meeting coordinator for client, team, and office meetings, including documentation and issuance of minutes

Requirements

High School Diploma
Minimum of two years of relevant office experience
Demonstrated ability to communicate effectively, manage multiple priorities, and maintain strong organizational systems
Demonstrated ability to work independently, exercise sound judgment, and navigate evolving priorities and ambiguous situations
You initiate and enjoy independent problem solving and working in the gray areas
Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel
Must have or be able to obtain and maintain a valid driver's license
Microsoft Office 365 (Word, Excel, Outlook, Teams)
Bluebeam Revu and Bluebeam Studio
Document management and file organization systems
Procore or similar construction management software
Exceptional attention to detail
Organizational and time management skills
Professional communication
Customer service orientation
Collaboration and teamwork
Initiative and follow-through
Adaptability and resilience
Process improvement mindset
Confidentiality and professionalism

Nice to have

Associate's or Bachelor's degree
USACE Construction Quality Management for Contractors (CQM-C) and Construction Specifications Institute Construction Documents Technologist (CSI-CDT) certifications
Previous experience in an architecture, engineering, construction, or related professional service firm
Deltek Cost Point
Microsoft Project
SharePoint
Adobe InDesign
SpecsIntact
SpecLink
MasterSpec

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Construction Services Studio Coordinator

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