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 ResponsibilitiesDocument 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- Issue and archive transmittals; maintain current-revision registers so teams are never working from superseded documents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
Requirements
- 5+ years supporting engineering, architecture, construction, or data center development teams
- Demonstrated document control experience on active design or construction projects
- Working fluency with drawing sets, specification sections, submittal and RFI workflows, and design phase deliverables (SD/DD/CD/IFC)
- Advanced Excel, PowerPoint, Word, Outlook, and SharePoint
- Experience with at least one AEC platform: Procore, Autodesk Construction Cloud/BIM 360, Newforma, Sitetracker, Bluebeam Revu, or equivalent
- Exceptional organization and follow-through; comfortable owning action item closure without reminders
- Clear, concise written communication; able to summarize technical status accurately for executive review
Preferred Qualifications - Direct data center or mission-critical facility experience
- Familiarity with OPR/BOD frameworks, commissioning documentation, and deviation log methodology
- Exposure to MEP, electrical, and structural terminology sufficient to route comments to the correct discipline
- Experience coordinating across international teams and code environments
- Degree or certificate in architecture, engineering, construction management, or a related technical field
Success in the First 90 Days - All active projects operating on a single, enforced document structure and naming convention
- Action item registers current and accurate for every recurring project meeting
- Zero instances of teams reviewing superseded documents
- VP's review queue prioritized and prepared in advance, with supporting documents assembled
