Join a Team Where Engineering Excellence Drives Opportunity
At Affiliated Engineers, Inc. (AEI), we bring together expertise and innovation to solve the most complex challenges. Since 1978, we’ve supported mission-driven organizations in designing systems and environments that advance society and improve lives. Today, with more than 1000 professionals across 23 offices, we help shape the future of healthcare, science and technology, energy, education, and other vital sectors.
As a Project Coordinator in our Madison office, you will help support our project management team in document coordination, facilitating team communication, and organizational support to project managers and engineering teams in AEI’s Madison office. This position helps teams deliver accurate, organized, and timely project documents from project initiation through design, construction, and closeout.
The ideal candidate is detail-oriented, communicates clearly, and can manage competing priorities while supporting multiple projects and disciplines.
Key Responsibilities
- Support project managers with project setup, milestone tracking, deliverable schedules, and day-to-day coordination.
- Prepare, format, proofread, and assemble specifications, reports, correspondence, presentations, and other project documents using AEI and client standards.
- Coordinate drawing and specification packages, including title blocks, sheet indexes, tables of contents, file naming, and issuance requirements.
- Maintain organized project files, revision histories, distribution lists, and document logs so team members can access current information.
- Assemble and distribute approved deliverables, addenda, bulletins, and other project communications; maintain records of issuance.
- Schedule meetings, prepare agendas, document meeting notes, and track action items, and follow-up commitments.
- Track requests for information, submittals, and construction-phase documentation; coordinate routing and follow up on outstanding responses.
- Support quality review workflows by assembling review packages, tracking comments, and coordinating confirmation that comments have been addressed.
- Identify opportunities to improve templates, document consistency, and administrative workflows.
Preferred Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Proficiency in Microsoft Word, Excel, Outlook, and Teams.
- Experience in Bluebeam Revu and Adobe Acrobat.
- Familiarity with project management platforms such as Newforma, Procore, ACC is a plus.
- Strong proofreading, document formatting, and organizational skills.
- Ability to manage multiple deadlines, prioritize assignments, and follow through with minimal supervision.
- Clear written and verbal communication skills and a collaborative approach.
- Sound judgment when handling confidential project and business information.
When you work here, you can expect:
- A flexible, collaborative environment where your well-being matters - because your best work happens when you’re supported.
- Real opportunities to grow - through mentorship, professional development programs, and exposure to high-impact projects across disciplines.
- To collaborate with inspiring teammates who challenge the status quo, foster innovation, and pave the way for future leaders.
- A benefits package that offers health, dental, vision, and retirement, a performance-based year-end bonus, and thoughtful perks tailored to your needs - whether that's a flexible work environment, wellness resources, or community-focused initiatives, we’ll continue to invest in.
If this dynamic environment and the chance to contribute to transformative projects resonate with your ambitions, we would love to connect with you. Join us and make an impact!
Apply online at https://aeieng.com/about/careers/
If you know someone who would thrive in this role, please share this posting with them directly via email or through your LinkedIn network.
AEI is proud to be an EEO/AA Employer/Vet/Disabled.