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AgeWave Solutions, Inc. - Architects - Engineers · 6 hours ago

Administrative Coordinator

Sumter County, FL

Full-time

Onsite

New Grad, Entry Level

$18/hr - $22/hr

AgeWave Solutions, Inc. is seeking a highly organized and proactive Administrative Coordinator to support their Architectural Division. The role involves project coordination, communication, scheduling, and operational support to ensure architects and designers can focus on design and delivery.

Architecture & Planning

Responsibilities

Set up new projects in the ERP (Teamwork or similar) — folders, numbers, milestones, and codes

Track deliverables, RFIs, submittals, and transmittals

Prepare consultant RFPs (MEP, Structural, etc.) from templates

Coordinate document sharing and version control with engineers and partners

Review drawing packages for completeness before client issue

Upload and transmit plans through ShareFile, Procore, and client portals

Track AHJ submittals, approvals, and permit status

Draft meeting agendas, take notes, and distribute minutes

Maintain project action-item lists and follow-ups across teams

Schedule and coordinate client and consultant meetings

Send invites, materials, and links; ensure everyone is prepared

Maintain accurate client contacts for marketing and proposals

Proactively follow up on deliverables, confirmations, and document sharing

Manage calendars, schedules, and recurring meetings

Organize filing systems (digital and physical)

Track licenses, CE credits, AIA renewals, and project directories

Prepare internal memos, notifications, and summaries

Track consultant proposals, COIs, W-9s, and invoices for review

Manage and prioritize VP calendar and requests

Compile weekly performance and project status reports

Track division initiatives and workload summaries

Support strategic, process-improvement, and reporting activities

Maintain proposal templates, resumes, and project sheets

Assist with RFP/RFQ responses and pursuit tracking

Support social media, website updates, and award submissions

Maintain logs for leads, proposals, and bid outcomes

Help onboard new hires (IT, training, workspace)

Maintain training records, certifications, and growth plans

Manage vacation calendars and availability impacts on deliverables

Support HR with org charts, resource planning, and team events

Maintain templates (letterhead, minutes, transmittals)

Track software licenses and IT requests

Coordinate updates to CAD/Revit standards under VP direction

Execute approved template and task list updates in ERP tools

Support client engagement initiatives

Assist with design award submissions and documentation prep

Help prepare leadership reports and track division metrics

Organize weekly action plans and ensure priorities move forward

Qualification

Project CoordinationOrganizational SkillsCommunication SkillsERP/PM ToolsMicrosoft OfficeMultitaskingRevit/AutoCADAttention to Detail

Required

Strong organizational and multitasking skills

Excellent written and verbal communication

Comfortable working in fast-paced environments with competing priorities

High attention to detail and follow-through

Preferred

Experience in architecture, engineering, construction, or professional services preferred

Tools a plus (but we'll train): ERP/PM tools (Teamwork, Unanet, Zoho, Monday.com), ShareFile, Procore, or similar, Microsoft Office / Teams / Adobe, Revit/AutoCAD exposure helpful (not required)