Project Coordinator

Shive-Hattery Inc. is an Architecture and Engineering firm with practices in healthcare, government, commercial, industrial, and education markets. Our success is driven by a commitment to unparalleled client experience, strong partnerships, and a culture of collaboration and continuous improvement. We are passionate about design, delivery, and developing people who take pride in making projects and teams better.

We are currently seeking a Project Coordinator who thrives in a fast-paced, collaborative environment and who takes initiative to actively support project teams. This role is ideal for someone who enjoys anticipating needs, creating order out of complexity, and forming trusted partnerships with project leadership to help ensure successful project delivery.

Position Overview

The Project Coordinator is a proactive member of the project team, developing a strong understanding of project schedules and anticipating needs throughout the project lifecycle. This role ensures that all critical administrative and coordination tasks are completed accurately and on time to support overall project success.

This role supports the Project Manager, project team, and clients throughout the project, with particular emphasis on organization, communication, documentation, and adherence to established processes. Success in this position is defined by trust, follow-through, and the ability to help project leadership stay focused on client relationships, decision-making, and overall project direction.

What You'll Do

Proactive Project Partnership

• Work closely with project leadership to understand project priorities, deadlines, and upcoming workload.
• Anticipate administrative and coordination needs by staying engaged in project planning, meetings, and communications.
• Serve as a reliable second point of contact for internal and external teams.

Project Organization & Coordination

• Track and organize project deliverables, approvals, action items, and deadlines using established tools and processes.
• Coordinate deliverables to clients, agencies, and other stakeholders to ensure schedule and quality expectations are met.
• Prepare and maintain project documentation including contracts, project plans, schedules, specification manuals, meeting minutes, and correspondence.

Construction Administration Support

• Manage construction administration documentation such as RFIs, submittals, change orders, observation reports, instructions to contractors, and pay applications.
• Coordinate with contractors, consultants, and the internal team to keep information flowing and issues resolved promptly.
• Maintain accurate, up-to-date project records throughout construction and closeout.

Process Improvement & Continuous Learning

• Follow and support Shive-Hattery's internal systems and project delivery processes while also identifying opportunities to learn and champion emerging tools and technology to improve quality, efficiency, and consistency.
• Take initiative to suggest improvements, share ideas, and help others understand and adopt better workflows.
• Maintain project databases and systems throughout the lifecycle of each project to support reporting, decision-making, and future reference.

What We're Looking For

Experience & Education

• Bachelor's degree preferred, or 5-10 years of experience in business administration or administrative/project support within the A/E or construction industry.
• Construction industry knowledge preferred; experience supporting project teams in design or construction administration is a plus.

Skills & Attributes

• Natural inclination to critically engage with a project's workflow and take ownership of the timely completion of typical project coordination responsibilities.
• Highly organized with strong attention to detail and the ability to balance multiple priorities across projects.
• Strong communicator who is comfortable coordinating across teams, disciplines, and external partners.
• Adaptable and flexible, with the ability to shift tasks and priorities daily in response to project and client needs.
• Desire to innovate, improve processes, and help elevate how projects are delivered.

Technical Proficiency

• Proficient in Microsoft Office (Excel, Word, OneNote, Outlook, Teams, Project).
• Comfortable using virtual collaboration tools and proactively coordinating in a remote or hybrid environment.
• Experience with Newforma, BSD Speclink, and Deltek Vantagepoint is a plus.

Why This Role Matters

At Shive-Hattery, Project Coordinators are trusted partners who help project teams succeed. This role is critical to delivering high-quality projects, creating positive client experiences, and allowing project leaders to focus on leadership and decision-making. If you enjoy bringing structure, clarity, and momentum to complex projects-and taking pride in being someone others rely on-this role offers meaningful impact and opportunities for growth.

Why Shive-Hattery?

Our learning and teaching culture is founded on collaboration. You will learn from and teach other employees while working across disciplines. You will grow your skills and continue your professional growth at Shive-Hattery.

Shive-Hattery offers an outstanding and competitive total compensation package including competitive pay and over 35 different benefits.

Benefit Highlights

• Medical, Dental, Vision - 4 tiers of coverage
• Voluntary Life Insurance - Employee, Spouse, and Child?
• Voluntary Insurance Plans - Accident, Critical Illness, & Hospital Indemnity
• FSA - Medical & Dependent Care
• 8 Paid Holidays + PTO?
• Paid Parental Leave
• 401K/Roth 401K with Company Match?
• Overtime Bonus?
• Profit Sharing Bonus
• First Time License Bonus
• Tuition Reimbursement & Licensure/Certification Financial Support
• Professional Development Opportunities?
• Calm Meditation & Stress Relief Subscription
• ...And Many More!?

U.S. Citizen, U.S. Person, or Immigration Status Requirements:

• At this time, we are unable to provide visa sponsorship now or in the future. Candidates must have current and ongoing authorization to work in the United States without employer sponsorship.

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Shive-Hattery and its partners will not accept unsolicited candidate submissions from a recruiter or staffing agency who is not operating under an executed recruiting or staffing services contract with Shive-Hattery. Please do not contact our employees directly in that regard or otherwise submit unsolicited candidate information in any form.

Shive-Hattery offers a flexible work environment and supports balancing personal and professional responsibilities. We are an equal opportunity employer. All qualified applicants will receive consideration