Project Coordinator
Summary
Coordinates multifamily/mixed-use architecture projects: prepares agendas and minutes, tracks action items, RFIs, submittals and deadlines, and manages day-to-day communication between architects, clients, consultants and contractors. Main tools are Microsoft 365 and Egnyte, with optional Bluebeam, Acrobat or Autodesk.
Project Coordinator
Full-Time | Non-Exempt
Salary: $60,000 - $70,000 Annually
Location: Irvine, CA
Department: Project Management
Employment Type: Full-Time
Role Overview
The Project Coordinator keeps MVE + Partners project teams organized and clients informed. This role runs the administrative backbone of our multifamily residential and mixed-use projects — preparing meeting agendas, taking and distributing minutes, tracking action items, and coordinating communication between our architects, clients, consultants, and contractors. The ideal candidate is highly organized, writes clearly, and is comfortable in fast-moving meetings where design and technical decisions get made. This is a strong entry point for someone interested in architecture, design, or construction project management.
Key Responsibilities
Meeting Management & Documentation
- Prepare and distribute agendas for client, consultant, OAC (owner-architect-contractor), and internal design meetings
- Attend meetings in person and virtually; take accurate, concise minutes that capture decisions, open items, owners, and due dates
- Distribute minutes within 48 hours and maintain a running action-item log through project close
- Schedule meetings, book rooms, and manage calendars and invites for project teams
Client & Team Coordination
- Serve as a day-to-day point of contact for client and consultant communications, routing technical questions to the right team member
- Track deliverable deadlines and remind teams of upcoming milestones and submissions
- Coordinate document exchanges with clients, structural/MEP/civil/landscape consultants, and general contractors
- Support client presentations by assembling materials, printing sets, and managing logistics; occasional travel to client offices and project sites in Southern California
Project Administration & Document Control
- Maintain project files, contact lists, and directories in Egnyte according to firm standards
- Prepare transmittals and track RFIs, submittals, and permit or plan-check status in project logs
- Track agency submissions and plan-check comments with the project team
- Support the Project Manager with contracts, proposals, change-order and additional-services documentation
Qualifications
Required
- Bachelor's degree in architecture, construction management, business, communications, or a related field, or equivalent experience
- 1-3 years of experience in project coordination, administrative support, or office operations, preferably at an architecture, engineering, construction, or real estate firm
- Proficiency in Microsoft 365, including Outlook, Word, Excel, and Teams
- Excellent written communication, with the ability to turn a fast-moving discussion into clear, accurate minutes
- Strong organization, attention to detail, and follow-through across multiple projects and deadlines
- Professional, confident communication with clients, consultants, and senior staff, and discretion with confidential project information
Preferred
- Familiarity with architectural project phases and terminology
- Exposure to multifamily residential, mixed-use, or residential development
- Experience with RFI, submittal, and document-control workflows
- Working knowledge of Bluebeam, Adobe Acrobat, or Autodesk; experience with AI note-taking tools is a plus
What This Role Offers
- A central role on project teams with direct exposure to clients, consultants, and the full architectural design and delivery process
- Close collaboration with project managers and principals at a firm with roughly 50 years of multifamily and mixed-use experience
- A foundation for growth into project management or studio operations roles
- Hybrid flexibility per firm policy
MVE + Partners is an equal opportunity employer. We do not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status, or any other characteristic protected by applicable law.