The position requires:

1. Strong English Skills.
2. A degree in Interior Design or Architecture.
3. Experience in Project Management with Design/Build/Construction.

Position Summary

The 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 Responsibilities

Project Administration

• Prepare, issue, and track work authorizations for consultants and vendors per PM direction

• Enter and maintain project staffing assignments and hours allocations in the firm's project management/ERP system

• Maintain project files, ensuring documentation is current, organized, and accessible

Financial / Invoice Support

• Review consultant invoices for accuracy against contracts, work authorizations, and budgets

• Flag discrepancies to the Project Manager before approval

• Assist with tracking project budgets, fee status, and expenditures as directed

Meetings & Communication

• Attend project meetings (internal and client-facing) to take and distribute meeting minutes

• Track action items from meetings and follow up on outstanding items on behalf of the PM

• Coordinate scheduling for project meetings, site visits, and reviews

General PM Support

• Assist with preparing project status reports, schedules, and presentation materials

• Support proposal and contract administration tasks as needed

• Perform other administrative duties as assigned by the Project Manager

Qualifications

Required

• Fluent in English — able to read, write, and speak English fluently, as the role involves preparing and reviewing project documentation and correspondence in English

• 2+ years of experience in an administrative, coordination, or project support role (architecture, engineering, or construction industry preferred)

• Strong organizational skills and attention to detail

• Proficiency with Microsoft Office (Word, Excel, Outlook)

• Excellent written and verbal communication skills

• Ability to manage multiple priorities and deadlines simultaneously

• Based in Panama and authorized to work locally

Preferred

• Experience with project management/ERP software (e.g., Deltek Vision/Vantagepoint, BQE Core, Newforma)

• Familiarity with AIA contract documents and standard architecture project workflows

• Associate's or Bachelor's degree in business administration, architecture, construction management, or related field

Core Competencies

• Discretion and professionalism handling confidential project/financial information

• Strong follow-through with minimal supervision on recurring tasks

• Comfortable working across multiple concurrent projects and PMs

• Clear, concise written communication (meeting minutes, correspondence) in English