Project Coordinator

DJ&A is seeking a Project Coordinator / Assistant Project Manager to support a Senior Project Surveyor and Project Manager who is currently managing a high volume of concurrent survey projects. This role is critical to keeping projects moving: the successful candidate will manage day-to-day communication track and drive action items to completion support proposal development and serve as a liaison between the Project Manager and the CAD and field survey teams. This is a support and coordination role that combines office-based project administration with enough technical survey familiarity to understand project status terminology and priorities.

This position was created in direct response to workload and capacity needs identified by the Senior Project Surveyor / Project Manager in coordination with Human Resources. The goal is to give the Project Manager reliable ongoing support so that projects move forward efficiently communications dont fall through the cracks and field and CAD staff get timely answers to their questions.

Other project coordinators and office staff currently assist with similar tasks but they are also at capacity and cannot reliably take on additional proposal and project-support work for this role. A dedicated assistant is needed one with a surveying background which is particularly valuable for accurately checking and preparing proposals.

• Monitor and triage the Project Managers email inbox daily; draft and send routine responses flag items requiring the Project Managers direct attention and follow up on outstanding threads.
• Track action items generated from emails meetings and project reviews (including those surfaced by AI-assisted email summaries) and drive them to completion following up with responsible parties and escalating as needed.
• Maintain an up-to-date status log or tracker across all active projects including deadlines deliverables and outstanding client or internal requests.
• Assist in checking on active jobs: confirming schedules following up with field crews and clients and relaying status updates to the Project Manager.
• Support proposal development including drafting scopes of work checking survey-specific details for accuracy compiling boilerplate content formatting and assembling proposal packages for the Project Managers review.
• Serve as a first point of contact for CAD technicians and field technicians with day-to-day questions routing or answering them so the Project Manager isnt the sole bottleneck.
• Coordinate scheduling for meetings site visits and deadlines across multiple concurrent projects.
• Prepare proofread and organize project correspondence reports and client-facing documents.
• Maintain project files and documentation in accordance with company standards.
• Identify recurring bottlenecks or process gaps and recommend improvements to the Project Manager.

• 25 years of experience in project coordination administrative support or a related role ideally within surveying engineering architecture or construction.
• Strong written communication skills with the ability to draft clear professional emails and correspondence.
• Excellent organizational skills and demonstrated ability to manage multiple priorities and deadlines simultaneously.
• Proficiency with Microsoft Office (Outlook Word Excel) and comfort learning project tracking tools.
• Ability to work independently exercise sound judgment and know when to escalate versus resolve directly.
• Background in surveying (education field/office experience or related coursework) sufficient to understand survey terminology scopes of work and technical proposal content.

• Prior experience in a survey civil engineering or AEC (architecture/engineering/construction) environment.
• Experience assisting with proposal writing or technical/business document preparation.
• Interest in long-term growth within the survey/project management field.

This position reports directly to the Senior Project Surveyor / Project Manager and works closely on a daily basis with CAD technicians field survey crews and clients. Regular coordination with other project managers and administrative staff should be expected as workload requires.

• The Project Managers inbox and action-item list are current with nothing falling through the cracks.
• CAD and field technicians get timely answers without always needing to go through the Project Manager directly.
• Proposals move through drafting and formatting faster with less last-minute scrambling.
• The Project Manager has measurably more time to focus on technical surveying client relationships and high-level project decisions.

We are proud to be an Equal Opportunity Employer. For more information please visit the EEO websitehere.

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