Project Coordinator

As a Project Coordinator in our Madison office, you will help support our project management team in document coordination, facilitating team communication, and organizational support to project managers and engineering teams in AEI’s Madison office. This position helps teams deliver accurate, organized, and timely project documents from project initiation through design, construction, and closeout.

The ideal candidate is detail-oriented, communicates clearly, and can manage competing priorities while supporting multiple projects and disciplines. Key Responsibilities

Support project managers with project setup, milestone tracking, deliverable schedules, and day-to-day coordination.
Prepare, format, proofread, and assemble specifications, reports, correspondence, presentations, and other project documents using AEI and client standards.
Coordinate drawing and specification packages, including title blocks, sheet indexes, tables of contents, file naming, and issuance requirements.
Maintain organized project files, revision histories, distribution lists, and document logs so team members can access current information.
Assemble and distribute approved deliverables, addenda, bulletins, and other project communications; maintain records of issuance.
Schedule meetings, prepare agendas, document meeting notes, and track action items, and follow-up commitments.
Track requests for information, submittals, and construction-phase documentation; coordinate routing and follow up on outstanding responses.
Support quality review workflows by assembling review packages, tracking comments, and coordinating confirmation that comments have been addressed.
Identify opportunities to improve templates, document consistency, and administrative workflows.

Preferred Qualifications

High school diploma or equivalent required; associate or bachelor’s degree preferred.
Proficiency in Microsoft Word, Excel, Outlook, and Teams.
Experience in Bluebeam Revu and Adobe Acrobat.
Familiarity with project management platforms such as Newforma, Procore, ACC is a plus.
Strong proofreading, document formatting, and organizational skills.
Ability to manage multiple deadlines, prioritize assignments, and follow through with minimal supervision.
Clear written and verbal communication skills and a collaborative approach.
Sound judgment when handling confidential project and business information.