Remote Engineering Project Coordinator & Executive Assistant

Remote Engineering Project Coordinator & Executive Assistant Architecture / Engineering / Construction | Remote | Strong PST Overlap Preferred ________________________________________ Summary Engineering Solver, Inc. is a growing multidisciplinary engineering and design-build firm providing Architectural, Structural, Civil, and MEP engineering services for residential and commercial projects. We are hiring a highly organized, proactive Remote Engineering Project Coordinator & Executive Assistant to manage projects from award through design, permitting, plan check, and final delivery. This is not a traditional admin role. You will be the coordination hub between our President, internal design team, clients, consultants, contractors, Cities, Building Departments, plan checkers, and other stakeholders. Your core mission: keep every project moving, make sure everyone knows their responsibilities, follow up on deadlines, and keep management informed of real-time status. What you'll do: • Set up new projects the moment they're awarded — organize project folders, create Slack channels, build task lists and milestones, identify the applicable jurisdiction, and distribute scope to the right team members. • Coordinate daily between our Architectural, Structural, Civil, MEP, drafting, and rendering teams — assigning tasks, tracking deliverables, flagging missing information, and escalating conflicts before they become problems. • Manage external communication with clients, architects, contractors, consultants, Cities, Building/Planning/Public Works Departments, HOAs, plan checkers, and permit technicians — including permit status checks, plan-check response coordination, and resubmittal tracking. • Maintain constant visibility into every active project: current status, next action, responsible party, overdue items, and approaching deadlines. You'll be expected to follow up persistently and respectfully until action items are actually completed — not just emailed once and forgotten. • Deliver concise, structured status reports directly to the President, covering current status, completed work, pending items, responsible person, next action, deadlines, risks, and any decisions needed from leadership. What you need: • Comfort with Slack, Google Workspace and/or Microsoft Office, Zoom/Teams, cloud file management, and Excel/Google Sheets is required. Experience with ClickUp, Asana, Monday.com, Trello, Bluebeam Revu, Dropbox, OneDrive, or a CRM is a strong plus — and if you've implemented project-management systems before, we want your recommendations for improving ours. • Prior remote experience with an architecture, engineering, construction, design-build, permit-expediting, real estate development, or professional-services firm is ideal. You don't need to be a licensed engineer, but you should be comfortable working with technical professionals, drawings, engineering terminology, permitting processes, and multidisciplinary deadlines. • We're looking for someone extremely organized, detail-oriented, proactive, and persistent — someone who can manage multiple projects at once, hold team members accountable, spot problems early, work independently with limited supervision, and document everything clearly. Most importantly: someone who takes ownership and tracks things through to completion. Hours & growth: We operate primarily on Pacific Time and are looking for roughly 5–6+ hours of overlap with normal PST/PDT business hours. This is intended as a long-term relationship — as the company grows, this role has a clear path to expand into a larger Project Management / Operations Management position overseeing a bigger team and project portfolio. Paid trial: Shortlisted candidates may complete a small paid trial using a hypothetical project, where you'll show us how you'd set it up, organize it in Slack/ClickUp, assign responsibilities, build milestones, track deliverables and City activity, spot overdue items, and prepare a management status report. We're evaluating how you think, organize, and follow through — not your engineering knowledge. How to apply: Please begin your proposal with the words "ENGINEERING COORDINATOR" so we know you read the full posting. See the detailed sections below for the specific application questions and everything else you need to know about the role. ________________________________________ Additional Information Full Scope of Responsibilities New Project Setup & Onboarding: Once a project is awarded, review the proposal, scope, and client requirements; document deliverables; and establish a stakeholder/contact list. Internal Design Team Coordination: You won't be doing engineering design yourself, but you should understand each project well enough to know what's required, what's missing, and who owns it across our Architectural, Structural, Civil, MEP, drafting, and rendering teams. External Project Coordination: You'll follow up directly with City staff, schedule meetings or calls with stakeholders, and document important conversations and decisions as they happen. Project Tracking & Follow-Up: This is the heart of the role — we don't want projects stalling because a follow-up slipped through the cracks. You should be comfortable following up persistently and respectfully until things actually get done. Reporting to the President: Reports follow a consistent template so leadership can understand every project's condition without individually chasing down team members. Software, Systems & Application Questions If you've helped implement a project-management system before, we'd love to hear your recommendations for improving our internal workflow. In your proposal, please answer: 1. What experience do you have coordinating architecture, engineering, construction, or technical projects? 2. Have you previously coordinated multiple designers, engineers, consultants, or contractors at once? 3. What experience do you have communicating with Cities, Building Departments, permit offices, plan checkers, or other government agencies? 4. Which project-management systems have you used (ClickUp, Asana, Monday.com, Trello, Slack, etc.)? 5. How would you organize and track 20 active engineering projects simultaneously? 6. If a structural engineer was supposed to submit drawings on Friday but went unresponsive, what would you do? 7. How would you give the President a quick, accurate overview of all active projects? 8. What is your current location/time zone, and what hours can you consistently work in Pacific Time? 9. Are you looking for a long-term position? Optional but highly recommended: Share an example of a project tracker, dashboard, or workflow you've built in a previous role (confidential details can be removed). Ideal Candidate & Working Style You do not need to be a licensed engineer — just comfortable working with technical professionals, drawings, engineering terminology, permitting processes, and multidisciplinary deadlines. Above all, we want someone who takes ownership: if something is assigned to you, we expect you to track it through to completion, not just send an email and move on. Hours, Growth Path & Trial Please clearly state your normal working hours and local time zone in your application. We're testing how you think and organize during the paid trial — not your engineering knowledge. If you're highly organized, proactive, enjoy coordinating technical teams, and take pride in keeping complex projects moving forward, we'd like to hear from you.