Assistant Project Coordinator

This is a remote position.

Our client is looking for an Assistant Project Coordinator to support architectural projects by ensuring smooth communication, organized workflows, and timely project execution. This role is ideal for a highly organized professional who enjoys coordinating multiple moving parts, tracking progress, and helping teams stay aligned. The company operates within the architecture and design industry and has continued to expand its project portfolio and client relationships through a strong commitment to quality and service excellence.

The Assistant Project Coordinator will work closely with the Principal Architect to reduce administrative and coordination responsibilities, allowing the design team to focus on project delivery. While this is not a design or drafting role, prior exposure to architecture, engineering, or construction environments will be highly valuable.

Responsibilities

• Collaborate closely with the Principal Architect through regular project coordination meetings.
• Maintain daily oversight of project status, milestones, and outstanding requirements.
• Track project progress, deadlines, and responsibilities using Monday.com and other project management platforms.
• Prepare and provide project status updates to clients on a weekly or bi-weekly basis.
• Communicate with clients to obtain required information, approvals, and project decisions.
• Monitor and document project-related decisions, revisions, and scope updates from clients and project teams.
• Coordinate communications with consultants regarding required project modifications and updates.
• Prepare, edit, distribute, and archive meeting minutes within 48 hours of meetings.
• Monitor project-related email correspondence and coordinate responses with the Principal Architect and internal teams.
• Ensure the Principal Architect remains informed of all significant client communications and project developments.
• Track incoming inquiries, proposal follow-ups, and client onboarding activities.
• Schedule meetings and coordinate calendars for project-related discussions.
• Monitor permit submissions and associated review timelines.
• Track jurisdictional review comments, deadlines, and outstanding action items with consultants, clients, and permitting authorities.
• Assist with organizing and maintaining site visit reports and project documentation.
• Proactively identify information, actions, or decisions needed to keep projects progressing efficiently.

Requirements

• Minimum of 2 years of experience in project coordination, project administration, or a related role.
• Strong administrative and organizational experience.
• Excellent written and verbal communication skills in English.
• Ability to manage multiple projects and priorities simultaneously.
• Strong attention to detail and accuracy.
• Professional and customer-focused communication style.
• Ability to work independently and take initiative.
• Reliable internet connection and telephone access.
• Quiet, professional workspace suitable for virtual meetings.
• Personal computer (Windows or Mac) capable of running required software efficiently.

Qualifications

• Previous experience within an Architecture, Engineering, or Construction (AEC) environment is highly preferred.
• Experience coordinating projects, timelines, and stakeholder communications.
• Familiarity with permitting processes, project documentation, and consultant coordination is advantageous.
• Strong problem-solving and follow-up skills.
• Ability to work effectively in a remote environment.
• Highly responsive, punctual, and dependable.

Benefits

Originally posted on Himalayas