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Retail Design Project Coordinator/Design Administrator

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Aquent is looking for a top-notch Retail Design Project Coordinator/Design Admin for a large Fortune 500 retailer base in Seattle, WA for a role in their New York Design Office (Manhattan).

- familiarity of retail/architectural design - What is a floor plan? What is a construction set?
- Familiarity with LEED certification process
- Proficiency in Microsoft Office - including Excel, Access and Project
- Experience with data entry, financial tracking and project coordination/management
- Familiarity with design programs such as REVIT, AutoCAD, Microstation, Buzzsaw, InDesign, Adobe CS (Doesn't need to produce work in it, but be able to open files, etc.)

Previous experience (+2 years) in either construction administration, architectural/retail procurement, and/or retail design HIGHLY desirable.


This position contributes to team success by acting as a supporting member of a store design studio. This role provides project management support to a team of retail store designers including project
management and documentation, and system and tools support. This key role enables the studio team to design stores that uphold the customer experience while meeting cost, schedule, and operational requirements.

Responsibilities and essential job functions include but are not limited to the following:
• Project management:
• Retrieve documents needed for projects (e.g., floor plans, project scope tour documentation, cut sheet packages)
• Prepare documentation for design reviews
• Coordinate and schedule design reviews
• Distribute project documents and obtain appropriate signatures and manage project folders
• Support date and timekeeping records consistent with studio processes
• Track supplier quotes and approvals
• Leadership In Energy and Environmental Design (LEED) support:
• Gather information from project team
• Ensure all forms are included and completed in LEED package
• Ensure all documents listed on the Deliverables Checklist are included in project folder
• Complete certain credits that utilize Google and templates
• Ensure Store Tracking Report and LEED pipeline report are in sync
• Notify project team and High Performance Building Team when LEED documentation is complete
• Execute design studies and special projects, as assigned
• Support the design studio

System & Tools Support:

• Revit:
o Request new CAD user for new partners
• AutoCAD:
o Request new users
o Convert MicroStation files to AutoCAD
• Buzzsaw:
o Project Creation and updating project information page
o Set up project folders, groups, project permissions
o Request access for new users
o Perform password resets and reactivations
o Uploading/downloading files
o Perform project close out process
• Site Manager/DRM/MS Access/MS Project Manager:
o Actualize dates in Site Manager / ProjectView
o Update Site Tracking Report with project dates
o Ensure correct project attributes related to design are accurate in Site Manager
o Design Resource Management DRM
o Adding new projects and dates; update dates
o Actualizing design fees
o Reconcile accruals
o Input project data
o Support date recording and timekeeping per studio procedures
o Actualized design fees and track billing
• Exhibit B/RFQ/Invoicing coordination
o Coordinate signing of Exhibit Bs
o Returning of signed Exhibit Bs to consultants and filing
o Intake of RFQ emails
o Coordination of design approval of RFQs
o Communicate with construction on the approval of RFQ, and insuring that the PO gets issued
o Verify that receiving has taken place in Siren
o Point of contact for consultants if a PO is missing or not issues, or payment is delayed
• Record and file maintenance for department network
• Maintains regular and punctual attendance

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