Studio Project Coordinator

AO AO Employer:
Orange, CA, USLocation:
Wed, Nov 6 '19Posted on:

STUDIO PROJECT COORDINATOR                                                     

Reports To:        Designated Supervisor, Partners                                   Classification:    At-will; Non-Exempt                                                                                  


WE are better together.

Here at AO you’re not just a number, you’re family. We believe in casual Fridays, company sponsored events, annual holiday parties, picnics, bowling and more. As the host of Toastmasters International, we seek to expand one’s confidence in public speaking, leadership and teamwork while providing both professional and personal growth. With collaborative work spaces and driven coworkers AO welcomes creativity, learning, and lasting relationships.

Since its founding in 1974, AO has evolved from a 2 man single office to an award winning full service firm spanning a campus of 5 buildings in Orange and 1 office in San Diego, an engaged staff of 290+ souls and 10 Studios (Multifamily, Retail, Hospitality, Restaurant, Mixed Use, Office, Industrial, Parking, Landscape and Global Design).  Just like Historic Old Towne Orange where we are located, AO is family focused, hardworking and built to last.  AO believes in the power of relationship. Everything we do is motivated by what it takes to be effective and successful for our clients. We value service, our people, a roll up your sleeves attitude and continuous improvement.  If you are young in your career, come grow with us.  If experienced, come get better with us.  There is no one like you, and there is no place like AO.  

SUMMARY:        To perform various administrative functions to support the Studio, senior staff and general operations of the organization.   


A combination of all or most of these essential duties are expected of the Commercial Project Coordinator position within AO:


Commercial Studio Support:

  • Communicate with people outside AO in a representative capacity
  • Support Commercial Studio on a daily basis
  • Develop specific goals and plans to prioritize, organize and accomplish tasks in a timely manner
  • Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail or in person
  • Perform day-to-day administrative tasks, such as maintaining information files and processing paperwork 

Project Coordination Support:

  • Coordinate with Marketing team with Client RFP Submittals
  • Implement RFP’s into Proposals
  • Set up and update project folders in the directory and Newforma, as needed
  • Point of contact between Client and Partner/Principal/PM for all contracts and project communication
  • Generate proposals, add services (ASA’s) and Subconsultant Agreements
  • Work proactively with Client Contracts Department to ensure contracts are reviewed and executed in a timely manner
  • Work proactively with Project Accountants/Partners/Project Managers to monitor budgets and generate any change orders, as needed
  • Assist Project Accountant with reconciliation of Consultant invoices for project contracts
  • Generate and process subconsultant agreements – review/reconcile Client contract
  • Review consultant bids for accuracy
  • Track and update execution of all proposals, ASA’s and Subconsultant Agreements
  • Facilitate and track contract negotiations
  • Maintain archives of contract negotiations
  • Clarify legal contractual questions with legal counsel
  • Clarify insurance contractual questions
  • Generate, update and distribute, as needed:
    • Meeting Minutes/Memos for project meetings
    • Meeting Agendas
    • Project Directories
  • Update and continuously maintain contact information for Clients, Consultants and Agencies in Outlook, Meeting Minutes and Project Directory
  • Construction Administration Support – RFI/Submittal coordination, as needed
  • Scan documents and drawings and file in project folder, as needed

Administrative Tasks:

  • GoTo Meetings – Create, edit and manage for team
  • Coordinate Conference Rooms schedule with Front Desk
  • E-mail and document management
  • Pre-set audio-visual equipment for regular GOTO Meetings and/or Conference Calls
  • Coordinate reprographic work orders with Crisp Imaging and team, as requested
  • Keep Social Media team up-to-date on any project related news/info

Client/Staff & Consultant Meetings:

  • Coordinate and set-up team meetings, as needed (e.g. lunches and/or prepare beverages, as requested)

Travel Arrangements:

  • Coordinate with travel agency for teams’ travel schedule (e.g. airfare, lodging and car rental)
  • Coordinate with travel agency on travel changes, as needed
  • Keep travel agency updated on all of travelers’ memberships and/or rewards


  • Travel to City, Client/Consultant/Vendor’s Office, if required.


  • Perform special tasks 
  • Order / Pick-up lunches
  • Coordinate client/consultant meetings
  • Coordinate conference calls or GoTo Meetings
  • Entering, transcribing, storing or maintaining information in written or electronic form


Typing and Filing:

  • Preparing and/ or transcribing agendas, addendums, bulletins, punch list, project directories, correspondences, memos, meeting minutes, transmittals, etc. in Newforma
  • Prepare packages and shipping labels for staff, if required
  • Scan and file Documents
  • Special tasks, as required
  • Binding specifications, reports, packages, etc.


  • Provide back-up with phones and Front Desk back-up, as required
  • Meet and greet clients and visitors in a professional & courteous manner


  • Scan and file drawings or documents in appropriate folder.

Duties and responsibilities may be added, deleted, modified or changed at any time at the company’s discretion. Changes may be made formally, informally either verbally or in writing.

Supervisory Responsibilities:

No supervisory responsibilities associated with this position.


  • Minimum, High school diploma/GED
  • Minimum 3 years of experience in administrative functions, including support to upper-level management

Other Skills and Abilities:

  • Ability to simultaneously handle several tasks, prioritize and plan effectively
  • Ability to read and interpret documents such as contracts and other agreements
  • Ability to communicate and coordinate effectively with Partner(s) and other staff concerning designated tasks
  • Proficiency in office software applications such as Excel and Word
  • Customer Service orientation
  • Knowledge of clerical and administrative procedures

Work Environment:

There are no unusual work environment characteristics required in terms of those an employee encounters while performing the essential functions of the job, including heat or cold, work locations, chemicals or toxic substances.  There is moderate business office noise only. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Requirements:

  • Stand or walk 30% and sit 70% of the time
  • Lift or exert up to 10 lbs
  • Talking and hearing are required
  •  Must be able to use hands to finger, handle or feel items up to 2/3 of the time
  • Must be able to reach with hands and arms up to 1/3 of the time

Work Schedule:

A 5 x 8 day/hour workweek schedule – may include weekends. Overtime may be required.


We offer all the benefits of a big firm, with all the human connection of a small one.  You will never be a number at AO.  Come join our community.

Partial list of benefits:

  • Full Suite of Medical, Dental, Life & Supplemental Insurance             
  • Ongoing Education and Exam Reimbursement
  • Most Medical Plans fully paid for employee only coverage 
  • Company Paid Basic Life Insurance & Long Term Disability
  • Retirement Plan, Health Savings and Flexible Spending Accounts      
  • Overtime Compensation for Hourly Employees
  • Paid Vacation, Holidays and Sick Time        
  • Flexible Schedule
  • Rail Station one block from campus 




Please apply directly through our Website at

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