Project Coordinator

Loring is seeking a Project Coordinator for our New York City office Building Services group. The incumbent will provide administrative support to our project managers, and liaise with external staff and clients to assist with scheduling, project documentation, proposal preparation, and various administrative support tasks as assigned.
Primary Responsibilities

The main responsibilities of the role include but are not limited to:

  • Provide administrative support to the project managers and technical staff in the assigned group, and facilitate coordination for multiple projects, which may include scanning, filing, scheduling meetings, taking and preparing meeting minutes, archiving of documents, and formatting documents.
  • Assist Project Managers with initial project setup, and processing forms required for project start/completion.
  • Project Coordinator tasks including updating project schedules, coordinating schedules for team site visits, processing client comment responses, and coordinating with expeditor for agency filing forms, drawings, and approvals.
  • Accurately manage and track milestones and documentation of each project.
  • Maintain Request for Information (RFIs), Additional Work Orders (AWOs), submittals, contract drawings, and contacts for the project team.
  • Coordinate client subconsultant approval process and track subconsultant agreements.
  • Assist with proposal preparation and presentation materials.
  • Review Certificates of Insurance (COIs) for compliance with contracts and track insurance requirements.
  • Obtain, submit, and track submittals.
  • Work with accounting personnel to verify incoming payments and timely issuance of payment vouchers, and support invoicing (review, reconciliation, and collection of backup documentation).
Qualifications & Education Requirements
  • High School diploma or General Education Degree (GED) required. Associate degree (AA/AS) or Bachelor’s Degree preferred.
  • Minimum of 5 years of experience in administrative support positions.
  • Marketing, proposal preparation, or project management experience is ideal.
  • Strong computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and Microsoft Projects.
  • Excellent communication skills and the ability to communicate thoughts and ideas in an accessible way, both verbally and in writing.
  • Strong initiative—the willingness and ability to succeed in a collaborative, team-based environment.
  • Ability to manage time appropriately and multi-task with multiple projects to meet deadlines.