Project Intake Coordinator - Must be familiar with MEP

Position Summary

Slater Collaborative Engineering, LLC is seeking an organized, proactive, and detail-oriented Project Intake Coordinator to manage the intake, setup, and administrative coordination of new Mechanical, Electrical, and Plumbing (MEP) engineering projects.

The Project Intake Coordinator will serve as the primary administrative bridge between new project opportunities and the engineering production team. This individual will ensure that project scope, drawings, schedules, client requirements, contracts, and supporting documentation are properly collected, organized, and communicated before projects move into design.

This role is critical to maintaining efficient project flow, reducing delays caused by missing information, and ensuring that Project Managers and engineering teams are positioned for success from the beginning of each project.

Key Responsibilities

Project Intake & Setup

• Receive and process new projects once they are awarded or authorized to proceed.
• Collect essential project information including project name, address, client, project contacts, scope, schedule, construction budget, and required MEP disciplines.
• Obtain architectural drawings, surveys, specifications, existing plans, equipment information, and other available project documents.
• Review incoming project information for completeness and follow up with clients or project teams regarding missing documentation.
• Establish project numbers and create project folders according to company standards.
• Enter new projects into applicable project management, accounting, scheduling, and document management systems.
• Maintain accurate client and project information throughout the project lifecycle.

Proposals, Contracts & Authorization

• Assist leadership and Project Managers with preparation and coordination of proposals.
• Maintain proposal and new-project tracking logs.
• Track proposal acceptance, executed agreements, purchase orders, Notices to Proceed, and other project authorizations.
• Confirm that appropriate authorization is received before projects are released for production.
• Maintain organized records of contracts, proposals, amendments, and additional service requests.
• Assist with identifying scope changes that may require additional services or revised fees.

MEP Production Coordination

• Prepare complete project intake packages for Mechanical, Electrical, Plumbing, and other applicable disciplines.
• Coordinate project kickoff information with Project Managers and engineering staff.
• Ensure engineering teams receive the latest architectural backgrounds, owner requirements, project schedules, and design criteria.
• Communicate project milestones and upcoming deadlines to the appropriate team members.
• Track receipt and distribution of revised architectural drawings and other project documentation.
• Identify missing information that could impact engineering schedules and proactively follow up to obtain it.

Project Scheduling & Tracking

• Maintain an active project intake and status tracker.
• Track major project milestones including kickoff, design submissions, client reviews, permit submissions, construction documents, and other required deliverables.
• Assist Project Managers and leadership with monitoring upcoming deadlines and workload.
• Help coordinate project priorities when multiple projects are entering production simultaneously.
• Escalate potential schedule conflicts, missing information, or administrative issues before they impact project delivery.

Client & Team Communication

• Serve as an administrative point of contact during project onboarding and intake.
• Communicate professionally with clients, architects, contractors, consultants, vendors, and internal engineering staff.
• Follow up on outstanding drawings, schedules, approvals, contracts, and project information.
• Maintain clear records of important project correspondence and client requirements.
• Support Project Managers with routine project communication and coordination as needed.

Document Control & Project Administration

• Maintain organized digital project files according to Slater Collaborative Engineering standards.
• Ensure current drawings, specifications, correspondence, contracts, and supporting documents are properly filed.
• Assist with document control and revision management.
• Support project closeout and electronic archiving.
• Assist leadership with project intake reports, workload reports, project status reports, and other operational reporting.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Construction Management, Architecture, Engineering Technology, or a related field preferred.
• 2+ years of project coordination, project administration, construction, architecture, engineering, or professional services experience preferred.
• Previous experience with an MEP engineering, architectural, construction, or AEC firm strongly preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple projects, deadlines, and competing priorities.
• Strong professional written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and related business applications.
• Experience with project management, CRM, accounting, or document management systems preferred.
• Familiarity with Bluebeam Revu, AutoCAD, Revit, or other AEC platforms is a plus, but engineering/design experience is not required.

Key Skills

• MEP Project Intake
• Project Setup & Coordination
• Proposal Tracking
• Contract & Authorization Tracking
• Client Communication
• Project Scheduling
• Document Control
• Drawing & Specification Management
• Deadline & Deliverable Tracking
• Project Management Support
• Microsoft Office & Teams
• Bluebeam Revu
• Multi-Project Coordination
• Attention to Detail
• Organization & Follow-Through

What Success Looks Like

The Project Intake Coordinator ensures that every project entering Slater Collaborative Engineering is properly set up before engineering work begins.

A successful coordinator will help ensure:

• Projects do not enter production without the necessary information.
• Engineering teams receive complete and current project documentation.
• Project schedules and deliverables are clearly communicated.
• Proposals, contracts, and authorizations are properly tracked.
• Missing information is identified and resolved early.
• Clients receive prompt and professional communication.
• Project Managers spend less time chasing administrative information and more time managing engineering and project delivery.

The Project Intake Coordinator will play an important role in helping Slater Collaborative Engineering maintain an organized, responsive, and efficient project delivery process as the firm continues to grow.