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• Issue and archive transmittals; maintain current-revision registers so teams are never working from superseded documents 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 

• 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