Architectural Project Coordinator

Strong English is required.
Knowledge of the Design/Build process for commercial and/or residential projects is required.
Position SummaryThe Project Coordinator supports Project Managers by handling the administrative and coordination tasks that keep architecture projects moving smoothly. This hybrid role blends project management support with administrative functions, ensuring accurate documentation, timely processing of project paperwork, and organized communication across project teams.
The Project Coordinator works under the direction of one or more Project Managers and does not independently make project decisions but ensures the operational details of a project are executed accurately and on time.
This position is based in Panama and supports project teams operating in English.
Key ResponsibilitiesProject AdministrationPrepare, issue, and track work authorizations for consultants and vendors per PM directionEnter and maintain project staffing assignments and hours allocations in the firm's project management/ERP systemMaintain project files, ensuring documentation is current, organized, and accessible
Financial / Invoice SupportReview consultant invoices for accuracy against contracts, work authorizations, and budgetsFlag discrepancies to the Project Manager before approvalAssist with tracking project budgets, fee status, and expenditures as directed
Meetings & CommunicationAttend project meetings (internal and client-facing) to take and distribute meeting minutesTrack action items from meetings and follow up on outstanding items on behalf of the PMCoordinate scheduling for project meetings, site visits, and reviews
General PM SupportAssist with preparing project status reports, schedules, and presentation materialsSupport proposal and contract administration tasks as neededPerform other administrative duties as assigned by the Project Manager
QualificationsRequiredFluent in English — able to read, write, and speak English fluently, as the role involves preparing and reviewing project documentation and correspondence in English2+ years of experience in an administrative, coordination, or project support role (architecture, engineering, or construction industry preferred)Strong organizational skills and attention to detailProficiency with Microsoft Office (Word, Excel, Outlook)Excellent written and verbal communication skillsAbility to manage multiple priorities and deadlines simultaneouslyBased in Panama and authorized to work locally
PreferredExperience with project management/ERP software (e.g., Deltek Vision/Vantagepoint, BQE Core, Newforma)Familiarity with AIA contract documents and standard architecture project workflowsAssociate's or Bachelor's degree in business administration, architecture, construction management, or related field
Core CompetenciesDiscretion and professionalism handling confidential project/financial informationStrong follow-through with minimal supervision on recurring tasksComfortable working across multiple concurrent projects and PMsClear, concise written communication (meeting minutes, correspondence) in English