Commercial Project Coordinator

This position is 100% onsite at our Orange, California location

The Commercial Project Coordinator will provide administrative, project coordination, contract administration, and operational support to the Commercial Studio, project teams, partners, and senior leadership.

Key Responsibilities

Administrative Support

Support project teams with daily tasks and coordination

Manage and track email requests

Coordinate meetings, conference calls, and project kickoffs

Communicate with clients, consultants, and internal stakeholders

Arrange travel, lunch meetings, reprographics, and team support services

Provide phone and front desk backup when needed

Executive / Partner Support

Handle special assignments for Partners and Managing Partners

Coordinate client and consultant meetings

Maintain electronic and written records

Prepare expense reports and reconcile receipts

Project & Contract Administration

Set up new projects in Deltek Vision, Newforma, and network systems

Maintain contact databases

Assist with RFP responses and consultant procurement

Draft proposals, fee schedules, and service agreements

Coordinate contract negotiations and document tracking

Prepare project documentation including:

Meeting minutes

Agendas

Correspondence

Transmittals

Specifications

Punch lists

Project directories

Maintain document scanning and filing systems

Required Qualifications

Education

High School Diploma or GED required

Experience

3+ years of A/E Project Coordinator experience strongly preferred

Preferred Background

Architecture

Engineering

Project Management

Technical Skills

Microsoft Office Suite

Bluebeam

Newforma

Deltek Vision

Core Competencies

Exceptional organization and time management

Strong written and verbal communication

Attention to detail and proofreading ability

Contract review and document management experience

Analytical and problem-solving skills

Ability to manage multiple priorities and tight deadlines

Professional client-facing communication skills

Overall Candidate Profile

The ideal candidate is a highly organized project coordinator with experience supporting architectural or engineering projects, managing contracts and documentation, coordinating with clients and consultants, and using industry software such as Deltek Vision, Newforma, and Bluebeam. They must be comfortable balancing administrative support, project coordination, and contract administration responsibilities simultaneously.

Why AO?

Our culture is built on collaboration, trust, and the belief that great work happens when people are supported and challenged in equal measure. You’ll find a team that values:

Strong relationships, with clients and each other

A roll-up-your-sleeves mentality

Continuous learning and professional growth

Thoughtful design paired with technical rigor

At AO, you will work alongside colleagues who care deeply about what they do and are committed to building something meaningful together.

Benefits

We offer competitive compensation and a comprehensive benefits package designed to support our team. Highlights include:

Medical, dental, life, and supplemental insurance

Most medical plans fully paid for employee-only coverage

Company-paid basic life insurance and long-term disability

Retirement plan, health savings, and flexible spending accounts

Paid vacation, holidays, and sick time

Free parking and convenient transit access

Employee discount program (OC location)