Architecture Project Coordinator

Are you an organized, detail-oriented professional who thrives on keeping complex projects running smoothly from start to finish and teams aligned? Do you enjoy blending creativity with structure, ensuring that clear processes, accurate data, and financial insight support great ideas?

SĀJ Architecture has an immediate opening for Project Coordinator with a minimum three years of professional experience in a coordination or management role to join one of our offices in Bend or Portland, Oregon. This role is ideal for someone with a background in office management/operations, design practice administration, project management, and/or communications, eager to apply their skills in a creative architectural setting.

About Us

SĀJ Architecture is a full-service firm headquartered in Bend, with an additional office in Portland. Our 19-person team offers architecture, interior design, and master planning for K-12 schools, public, housing, mixed-use, and commercial projects. Our community-centered approach focuses on how people learn, live, work, play, and thrive within the spaces we co-create with our clients.

Some of those clients include the Oregon Dept. of Fish and Wildlife, the Oregon Dept. of Forestry, Bend-Redmond Habitat for Humanity, the Port of Kalama, public school districts throughout Oregon and Washington, independent schools, and private housing and commercial developers. Our projects range from tenant improvements to multiphase mixed-use developments.

Our firm is big enough to secure exciting and fulfilling projects but small enough to ensure every voice in the firm gets heard.

We value Integrity, Creativity, Perspective, Resilience, and Compassion in everything we do. We also believe in supporting team members’ growth and providing mentoring and career coaching.

Project Coordinator Role Overview

As the Project Coordinator, you’ll work closely with our project managers, principals, and firm administrator/accounting specialist to help standardize processes, track project data, and ensure consistency across our work. Not only will you work directly with project teams, but you’ll also play a key part in improving efficiency, organization, and communication across the firm, so our design teams can focus on what they do best.

About You

As a Project Coordinator with SĀJ Architecture, your core responsibilities include:

Project Setup and Documentation

• Creating and managing project startup documents and filing: contracts, project folders, Smartsheet, Teams, and Monograph.
• Ensuring insurance certificates, W-9s, consultant agreements, and permits are collected and filed appropriately.
• Track project milestones and schedules across the firm’s projects with the aid of the Project Manager (PM).

Data Management and Tracking

• Develop and maintain firm-wide databases (cost/square foot, hours/sheet, change order rates, consultant invoicing accuracy).
• Maintain marketing data (project examples, financial metrics, change orders, team info).
• Compile lessons learned, precedents, and firm “wisdom” documents.

Construction Administration (CA) Support

• Track and log RFIs, submittals, and change orders in collaboration with PMs.
• File and upload CA documents in Egnyte/Procore.
• Prepare and maintain project closeout worksheets, change logs, and marketing data.

Meeting and Communication Support

• Prepare agendas, attend meetings, and produce accurate, well-formatted minutes. The project coordinator is responsible for the distribution of agendas and minutes to meeting attendees.
• Distribute and file correspondence, signatures, and contract documents.
• Facilitate coordination between project teams, consultants, and principals.

Invoicing and Financial Coordination

• Support the preparation of invoices for clients, consultant invoice review, and project budget tracking; ensure timely processing. Check project invoicing accuracy and coordinate with accounting to align QuickBooks and Monograph.
• Monitor budget vs. hours worked and report discrepancies.

Marketing and Knowledge Management

• Support preparation of proposals and pursuits with precedent images, project data, written content, and templates.
• Assist with survey tools and reporting client feedback or post-occupancy surveys.
• Maintain sample libraries, schedule vendor presentations, and support interior design coordination as needed.

About Your Skills

• An organized individual with a collaborative mindset and the ability to work in a team.
• Previous experience supporting business operations and project management.
• Excellent written, verbal, and graphic presentation skills.
• Willingness to learn new software and programs that support firm operations.
• Experience with Bluebeam, Monograph, Smartsheet, and Adobe Creative Suite preferred but not required.

Position Requirements

• Bachelor’s degree or minimum of 5 years of experience in a related field.
• Experience using Microsoft Office Suite such as Outlook, Teams, Word, and Excel.

Salary Range

This position offers a starting salary of $65,000 – $85,000 per year.

We offer a competitive benefits package that includes employer-paid health and dental insurance, a 401 (k), and vacation and sick leave. Flexible schedules and partially remote work options are available.

Location

Bend, Oregon, or Portland, Oregon

To Apply

Please send your cover letter, resume, and portfolio to trishaf@saj-arch.com.