Design & Engineering Coordinator

Apply Description The Design & Engineering Coordinator supports the VP of Design & Engineering in running design reviews, standards governance, vendor evaluation, and document control across a concurrent multi-project portfolio. This is not a general administrative role. The successful candidate will handle drawing sets, specifications, submittals, RFIs, and compliance trackers directly, and will be trusted to keep multi-discipline review cycles on schedule without prompting. Core Responsibilities Document Control Maintain project document structures, file naming conventions, and revision control across SharePoint and project management platforms Log, distribute, and track drawing sets, specifications, submittals, RFIs, and design review comments; confirm receipt and closure Issue and archive transmittals; maintain current-revision registers so teams are never working from superseded documents Control access permissions and confidentiality requirements on tenant-sensitive documentation Project Coordination Track design review cycles against stage-gate milestones; flag slipping deliverables before they become schedule impacts Maintain compliance and deviation logs (OPR vs. BOD), RFI logs, and bid comparison matrices under the direction of the VP Assemble review packages for internal and tenant distribution, including consolidated comment logs and response tracking Coordinate multi-discipline and multi-time-zone reviews Meetings, Workshops, and Follow-Up Build agendas, capture minutes, and maintain action item registers with owners and due dates Drive follow-up to closure; escalate stalled items rather than letting them sit Coordinate logistics for design workshops, kickoffs, and knowledge-transfer sessions, including materials preparation Resource and Vendor Support Support bid processes: RFP distribution, bidder Q&A logs, proposal intake, and comparison workbook population Onboard consultants and vendors to document platforms and naming standards Maintain contact registers, consultant scopes, and design team org charts across projects Track candidate pipelines and interview scheduling for design and engineering hires Standards Governance Maintain and version-control company design standards, checklists, and templates Ensure current standards are published, indexed, and accessible to project teams Executive Support Manage a heavily loaded calendar across multiple time zones, including travel booking and itinerary management Prepare presentation materials, expense reports, and correspondence Requirements 5+ years supporting engineering, architecture, construction, or data center development teams Demonstrated document control experience on active design or construction projects Working fluency with drawing sets, specification sections, submittal and RFI workflows, and design phase deliverables (SD/DD/CD/IFC) Advanced Excel, PowerPoint, Word, Outlook, and SharePoint Experience with at least one AEC platform: Procore, Autodesk Construction Cloud/BIM 360, Newforma, Sitetracker, Bluebeam Revu, or equivalent Exceptional organization and follow-through; comfortable owning action item closure without reminders Clear, concise written communication; able to summarize technical status accurately for executive review Preferred Qualifications Direct data center or mission-critical facility experience Familiarity with OPR/BOD frameworks, commissioning documentation, and deviation log methodology Exposure to MEP, electrical, and structural terminology sufficient to route comments to the correct discipline Experience coordinating across international teams and code environments Degree or certificate in architecture, engineering, construction management, or a related technical field Success in the First 90 Days All active projects operating on a single, enforced document structure and naming convention Action item registers current and accurate for every recurring project meeting Zero instances of teams reviewing superseded documents VP's review queue prioritized and prepared in advance, with supporting documents assembled