As a Program Coordinator at Ware Malcomb, you will support the daily operations of our program and project teams by providing administrative assistance throughout all phases of project delivery, including project development, design, preconstruction, and construction administration. In this role, you will collect, process, organize, input, and maintain project data and documentation from various sources and stakeholders to support the administrative, reporting, compliance, communication, and documentation needs of active projects.
Your RoleDevelop and maintain responsibility matrices, standardized workflows, templates, and program documentation to support business process improvements and ensure consistency across the full project lifecycle.Collect, process, organize, and maintain project data, documentation, and correspondence from internal and external stakeholders in accordance with established processes and project requirements, ensuring accuracy, timeliness, and compliance.Coordinate project documentation and deliverables through platforms such as Autodesk Construction Cloud (ACC), project dashboards, and electronic signature tools, maintaining file structures, workflows, permissions, and project records.Support contract and fee administration by processing contracts, amendments, and additional services; coordinating contract reviews; tracking contract values, fee allocations, scope changes, and status; and maintaining contract logs and related documentation.Manage invoice and pay application processes by coordinating with contractors, suppliers, and accounting teams to process invoices, pay applications, purchase requests, change documents, and other financial documentation while tracking approvals, collections, discrepancies, and closeout requirements.Assist project managers with administrative project deliverables, including processing submittals, requests for information (RFIs), compliance documentation, bills of sale, change documents, and other project records to support successful project execution.Maintain accurate project information and reporting by updating project dashboards, client portals, and program tracking tools to reflect current project status and ensure documentation remains organized and accessible.Provide responsive communication and high-quality customer service to internal and external stakeholders, meeting project commitments, identifying opportunities to improve service, incorporating feedback, and providing general administrative support as needed.Qualifications2+ years of administrative, clerical, or project support experience required.2+ years of experience as a Construction Administrator, Construction Project Coordinator, Architectural Project Coordinator, or in a similar project support role preferred.Proficiency with Microsoft Office Suite.Experience with Autodesk Construction Cloud (ACC), Procore, or similar construction/project management software preferred.Experience with Microsoft Project, Primavera, or similar project scheduling software preferred.Familiarity with Smartsheet or the ability to quickly learn new software and business systems.Strong organizational, written, and verbal communication skills with exceptional attention to detail.Ability to think critically, manage multiple priorities, and consistently deliver high-quality work.Knowledge of administrative, documentation, and general billing processes.Ability to build collaborative relationships and work effectively across cross-functional teams, as well as with clients and external partners.This is a full-time, long-term position. Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects. The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com. Read LessAs a Designer III at Ware Malcomb, you will lead the application of advanced design techniques across a range of project scales, taking ownership of key design components from concept through construction. You will exercise strong independent judgment in evaluating and applying design methods, contribute to design visioning and concept development, and lead client presentations while maintaining design intent. You will support project execution through Design Development (DD), Construction Documents (CD), and Contract Administration (CA), including submittals and furniture selection, while mentoring junior team members and coordinating project efforts under the general direction of a licensed interior designer.
Your RoleSupport Interior Designer/ Sr Interior Designer with all design communication and design presentations with Client and internallyIntroduce and develop design solutions that meet the client’s needs on time and budgetDesign and execute components of projects of moderate complexity from concept through construction under supervision of Design Director or Studio ManagerSpace planning and creation of program documentsCreation of design conceptsCreate graphic formatting and mood boards for client presentationsCreation of finish plans, specifications, and material selectionsAutoCAD and Revit support for the preparation of Design Development and Contract DocumentsSupport consultant coordination of DD and CDs3D renderings and computer illustrationsMeet with furniture dealers, product reps, and fabricators to meet overall project objectivesTake a leading role in design, documentation, and coordination from Concept through the Construction Administration phaseRespond to submittals during the contract administration phase under direction of the Project ManagerWork to master the development, continuity and detailing of design conceptsDevelop a strong mastery of appropriate construction techniques and detailingResearch, identify and implement applicable building and accessibility codesStrive for impactful, innovative, and functional designQualifications5+ years of experience in the field of Architecture or Interior DesignNCIDQ certification preferredBachelor’s Degree in Architecture or Interior DesignStandard knowledge of financial terms and principlesAbility to understand and carry out general instructions. Requires intermediate analytical and quantitative skillsAbility to support the Interior Designer or Senior Interior Designer in design visioning and maintain a clear design intent through the life of the projectIf required, ability to provide clear direction to Designer I or II to create comprehensive design packagesAbility to support design presentation to Client and collect/implement feedbackExcellent written and verbal communication skills are essentialExcellent presentation skills. Ability to effectively present informationStrong organizational and analytical skillsAbility to provide efficient, timely, reliable and courteous service to customersAbility to comprehend, analyze, and interpret complex documentsAbility to work independently to solve problems involving multiple optionsSoftware SkillsProficiency in Revit / BIM 360Proficiency in VantagepointProficiency in MS Office, including Word, Excel and OutlookProficiency in NewformaProficiency in AutoCAD/Architectural DesktopAdvanced Proficiency in Adobe Creative Suite and SketchUp graphic softwareKnowledge of 3D rendering software such as Enscape and LumionAdvanced Knowledge of building codeThis is a full-time, long-term position. Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects. The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com. Read LessThe compensation range is $70,340-$85,000, plus benefits. Read more about Life at Ware Malcomb.
The final agreed upon compensation is based on individual education, qualifications, experience, licensing, project specialty/complexity and work location. We may exceed the posted compensation range for candidates who surpass the posted requirements. At Ware Malcomb, certain roles are bonus eligible.
