Project Coordinator, Embedded

Project Coordinator

Compensation Range: $73,000-$112,000 based on experience. 

Location: This role’s location is in San Francisco/ Bay Area (hybrid). 

Stok has a hybrid workforce across North America and globally. Although we have offices in San Francisco, San Diego, Denver and some co-working locations across the continent, we encourage team members to pursue a work from home, hybrid or in-person setup that works best for them. This position requires three days on site at a client location in the Bay Area.  

Job Description

General Intro:

Stok leads organizations to decarbonize now. We integrate expertise across ESG and sustainability consulting, carbon, energy engineering, commissioning, and project delivery. From the enterprise to asset level, we provide clients with strategy, management, and technical support to translate bold commitments into impact. Stok is a Certified B Corp and ILFI Just organization, and has been recognized as a Top Impact Company and Best Workplace. Our global team delivers on client ambitions across programs and projects worldwide. 

Project Delivery Role Description:

Stok is seeking a Project Coordinator to join our Project Delivery Team. As a consultant at Stok, you will work with some of the world’s most innovative companies, including those influencing iconic corporate climate programs and real estate projects for positive impact. Ideal candidates are highly organized, process driven and have a background in Architecture, Construction Project Management or Engineering. In this role, you will support the delivery of technical workplace projects. You will work with diverse project teams including A/E consultants, contractors and client stakeholders to execute projects on time and on budget. Together we will deliver high-performance real estate in pursuit of Stok’s purpose: to boldly catalyze an environmentally restorative and socially equitable world. 

At Stok, We Seek Culture Add, Not Culture Fit.  

At Stok, insert general values sentence. They are: 

1. Stok joy 
2. Own it 
3. Care deeply 
4. Demand better 

Our Values-Aligned Team Members:

• Craft innovative ideas and have a say in how the firm operates. We have built self-management and distributive governance into our organizational structure to enable every team member to share input on policies and procedures. 
• Strive for a better way to do business and create a positive impact through their work. Stok believes in business as a force for good and is a certified B Corp, demonstrating our commitment to maximizing social and environmental impacts, in addition to profit. 
• Give back in a meaningful way. We donate 3% of profits to causes we believe in through a combination of pro-bono services and donations. 
• Advocate for a level playing field. Stok has intentionally baked social justice into our operations, which we hold ourselves accountable to through our International Living Future Institute JUST Label. 
• Participate in a transparent, objective, merit-based compensation and profit distribution processes and policies 

Our purpose is to boldly catalyze an environmentally restorative and socially equitable world, and Stok needs you to fulfill it! 

Responsibilities

• Gather and review information related to new project requests, assist in document management and process oversight.  
• Schedule and participate in all project meetings, document meeting minutes and distribute to appropriate parties. Note action items and follow-up to ensure items are completed.  
• Collaborate and assist in management of external vendors required to support work including but not limited to: Technical designers, Architects, MEP Designers, Hazardous Materials Consultants, and Special Inspectors.  
• Collaborate and assist in management of client vendors and cross functional teams to ensure client standard design and construction procedures are executed.  
• Assist in contract coordination and management for vendor services including contract compliance, payment applications, change order management, and monthly billing review and approvals for design, construction and consultant professionals.  
• Manage and document coordination between project management team, client team, design team and contractor for ongoing construction activities related to new lab equipment installations, retrofits, and small projects.  
• Identify and collaborate with client subject matter experts to provide technical knowledge related to project requirements 
• Coordinate construction site access, vendor access and client communication related to access and on-site activities.  
• Support cross-disciplinary teams of professionals, coordinating closely with project managers and engineers while fostering development and accountability. 
• Contribute to ongoing process improvement, workflow evolution and team enablement. 
• Observe and track progress on ongoing construction projects to ensure project schedule is met. Ensure client processes are integrated into construction schedules including Construction MOP documentation, submission and approvals.  
• Manage documentation related to Landlord drawing review and approval, permit submission and tracking, construction schedule activities and communication related to construction.  
• Track, distribute and facilitate owner review and approval of construction RFIs and Submittals to ensure all relevant stakeholders are informed and approve of construction activities.  
• Review project closeout documentation for completeness and compliance with client standards including punch-list completion, as-builts, warranties, etc. Distribute closeout documents to appropriate parties. 
• Provide written summaries of project status for internal distribution and reporting as requested. Contribute to ongoing improvements for internal and external communications and processes.  
• Assess projects for sustainability opportunities and synergies across other services Stok provides to client including Sustainability Support, Electrification consulting and Net Zero Projects.  
• Promote the highest level of professionalism and ethics.  

Qualifications

• 3+ years of proven experience in related field 
• Bachelor’s degree in Architecture, Construction Project Management, Mechanical, Electrical, or Civil Engineering (or similar technical discipline). 
• Understanding of the construction industry, terminology, codes, documentation, and design disciplines; able to interpret and apply construction documents and specifications. 
• Proficient at identifying tasks and taking initiative in support of maintaining project schedule and critical path activities  
• Experience with construction management software such as Procore preferred  
• Familiar with building utility (MEP) systems in commercial buildings 
• Experience working collaboratively with diverse teams, clients, and stakeholders 
• Experience with google-docs file management including file sharing and document creation  
• Strong communication and documentation skills 
• High attention to detail and organizational skills 
• Ability to work independently to manage own time related to assigned tasks and willingness to actively communicate progress to other team members  

How We Support You 

Health Benefits

Us-Based Team Members

• Medical, dental and vision coverage (can also include dependents) 
• Employer-funded and tax-deductible Health Reimbursement Account 
• Employee-funded and tax-deductible Flexible Spending and Health Savings Accounts 
• Mental health concierge service 
• Life, accidental death, long-term and short-term disability coverage 

Canada-Based Team Members

• 50% Employer-funded group health benefit plan 
• Employer-funded Health Spending and Wellness Spending Accounts 
• Employee Assistance Program 
• Life, Accidental Death, Long-Term Disability coverage 

Paid Time Off Benefits 

Autonomy is structured into Stok’s culture by design. We value self-management practices, and we know taking time for ourselves is healthy and fosters growth. That’s why we offer: 

• Flexible work schedules. We work best in different ways, so we empower you to find yours and make a schedule that works for you, the team and clients. 
• Quiet Fridays: Stok offers everyone two days a month meant to tune out the noise and prioritize what needs to get done (whether that’s work or life related) 
• Flexible Personal Time Off 
• Minimum of 80 hours per year for Paid Time Off (PTO) or vacation time 
• 80 hours per year for holiday time (floating holidays) 
• 80 hours per year for wellness (or sick) time 
• 40 hours per year for learning and development 
• 16 hours per year for volunteer time (to give back to your community and the causes that matter most to you!) 

Stipends And Perks

Social and environmental justice are critical to our vision, so we bake them into everything we do including the following: 

• 401(k) (world’s first fossil fuel-free and gun-free 401(k) plan so you can invest in a future you believe in) or Registered Retirement Savings Plan (Canada) 
• Annual Learning and Development stipend 
• Work from Home stipend (to support remote ergonomics) 
• Annual US National Parks Pass or Parks Canada Discovery Pass 
• Donation program 
• Cellphone benefit 
• Personal company credit card 

Guidelines for using AI in our interviewing process 

As your prospective employer, Stok wants to get to know the authentic, not the artificial, you. We believe we can unlock true human potential when we add the right person to the right team at the right time. This approach serves the candidate and the team, leading to synergistic outcomes. To get this right, we need to be able to get to know you – your intelligence, your skills, and your experience. We look to uncover these things, how you personally align with our company values, as well as your ability to think and perform independently in real-time. 

Stok continues to learn about and experiment with AI, however, we know that many tasks cannot be replaced by AI. Here is where we expect you to use AI and where we do not: 

• Resume and cover letter: AI assistance is acceptable; however, we expect these materials to represent your true qualifications and skills accurately 
• Phone and Video Interviews: AI assistance is not acceptable; we ask that you engage in our interviews without reading from or referencing AI-generated answers 
• Take-home assignments: AI assistance is not acceptable; any submissions should reflect your original conclusions and perspectives  

If we detect that you are using AI without permission or advance disclosure, your candidacy may be disqualified. 

Knowing that the way we work with AI may change over time, we will regularly check back on our approach to AI in our hiring process to stay values-aligned, in compliance with current legislation, and mitigate potential biases in our processes.