Project Intake Coordinator, MEP

This is a fully remote position, open to applicants in Texas.

📋 Description

• Receive and process newly awarded or authorized projects.

• Gather project details, including drawings, schedules, client requirements, contracts, and supporting documents.

• Review project materials for completeness and follow up on any missing documentation.

• Create project numbers and establish project folders in accordance with company standards.

• Input projects into project management, accounting, scheduling, and document management systems.

• Ensure accurate client and project information is maintained throughout the project's lifecycle.

• Aid in the preparation and coordination of proposals.

• Monitor proposal acceptance, executed contracts, purchase orders, Notices to Proceed, and other necessary authorizations.

• Confirm proper authorization before projects are released for production.

• Keep records of contracts, proposals, amendments, and additional service requests.

• Prepare comprehensive MEP project intake packages.

• Coordinate kickoff details with Project Managers and engineering teams.

• Ensure engineering teams have the latest project documentation and design criteria.

• Communicate important milestones and upcoming deadlines.

• Track revised architectural drawings and other project documents.

• Maintain project intake and status trackers.

• Monitor project milestones and deliverables.

• Assist in managing deadlines, workloads, and project priorities.

• Escalate any scheduling conflicts, missing information, and administrative issues.

• Communicate effectively with clients, architects, contractors, consultants, vendors, and internal engineering personnel.

• Keep project correspondence and client requirement records organized.

• Maintain organized digital project files and assist with document control, revision management, closeout, and electronic archiving.

• Support intake, workload, status, and operational reporting processes.

⛳️ Requirements

• High school diploma or equivalent is required.

• An Associate's or Bachelor's degree in Business Administration, Construction Management, Architecture, Engineering Technology, or a related discipline is preferred.

• A minimum of 2 years of experience in project coordination, project administration, construction, architecture, engineering, or professional services is preferred.

• Prior experience with an MEP engineering, architectural, construction, or AEC firm is strongly preferred.

• Strong organizational and time-management abilities.

• Exceptional attention to detail and follow-through.

• Capability to manage multiple projects, deadlines, and competing priorities.

• Strong written and verbal communication skills in a professional setting.

• Proficiency in Microsoft Outlook, Word, Excel, Teams, and other related business applications.

• Previous experience with project management, CRM, accounting, or document management systems is preferred.

• Familiarity with Bluebeam Revu, AutoCAD, Revit, or other AEC platforms is a plus; however, engineering/design experience is not a requirement.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Comprehensive health, dental, and vision insurance.

• Opportunities for professional development and career advancement.

• Flexible work schedules and remote work options.

• Supportive and collaborative team environment.