Design Coordinator

Gray is a family-owned, fully integrated global service provider specializing in engineering, design, construction, digital, equipment manufacturing, and real estate services. Deeply rooted in EAC services, Gray serves both domestic and international customers across our core markets: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial. At Gray, our purpose is to make a positive difference in people's lives and build a better future. 

Gray AES, the professional services arm of Gray, is a top-ranked firm offering architecture, engineering, and automation services across the globe. Made up of multidisciplinary teams of architects, engineers, and project managers, these collaborative teams work every day to provide unique, customized solutions for our customers. It’s the spirit of our people – the passion, commitment, and a great team environment – that makes our company a great place to work. 

This position has no supervisory responsibilities.

• Associate’s degree or at least five years of relevant experience.
• Experience in a professional services firm or similar environment preferred.
• Proficiency with Microsoft Office tools for business communication, presentations, and collaboration.
• Knowledge of industry-specific software such as Bluebeam, FormaBIM360, Egnyte, and/or Procore is a plus.
• Strong verbal and written communication skills and the ability to coordinate effectively with professionals across teams.
• Strong organizational skills, attention to detail, and the ability to manage competing deadlines while maintaining accurate project records.

• Utilize Bluebeam Xtreme to manage review sessions, update drawing sets, create hyperlinks and bookmarks, maintain sheet names, and prepare forms.
• Coordinate drawing preparation and routing for review and sealing by the Architect of Record (AOR) and Engineer of Record (EORAttend project meetings.
• Coordinate Consultant Registration Information for Cover Sheets.
• Assist with internal project document reviews at defined review stages.
• Track review comments and outstanding action items, coordinate follow-up with responsible team members, and flag unresolved items before document release.
• Coordinate the tracking, distribution, and filing of Design Supplemental Instructions (DSIs), as directed by project leadership.
• Support quality assurance/quality control (QA/QC) reviews.
  • Coordinate review sessions, document readiness, and reviewer follow-up in support of established QA/QC processes, including setting up Bluebeam Studio Sessions to facilitate document review and collaboration.
• Manage Project Setup and Administration in Forma.
  • Serve as a key resource for project setup in Forma, including adding and managing team members, configuring consultant toolbox, establishing permissions and coordinating document sharing. 
• Monitor Project Schedule and Key Milestones.
  • Maintain awareness of project schedules, critical deadlines, and key milestones to ensure timely completion of deliverables and proactively communicate important dates to the project team.
• Coordinate document control for each project, utilizing Forma and Egnyte to manage Document Releases and Current Drawings.
• Maintain consistent document naming, revision tracking, and file organization so project teams can readily access current drawings and documents.
• Onboard Consultants.
  • Support the onboarding of consultants by introducing them to Gray AES processes, procedures, tools and project expectations to help ensure a smooth effective integration into the project team.
• Set up and coordinate consultants' model and document sharing on Forma.
• Identify and communicate missing information, document discrepancies, access issues, and potential delays to the appropriate project lead.
• Coordinate document activities across multiple projects, aligning priorities with project deadlines and direction from project leadership.
• Other duties may be assigned.

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.

Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Occasional overtime may be required to meet project deadlines and business needs.

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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