Archive-Submittals Coordinator

SMMA is seeking an Archive/Submittals Coordinator to handle project document archiving maintaining control over a computerized database of historic project information, and to manage project submissions and approve shop drawings and samples from consultants. The primary responsibility of the Archive/Submittals Coordinator will be to maintain control over project archives and shop drawings through a computerized database and to ensure proper filing, storage, and retrieval of documents. The secondary responsibility will be to provide print room and administrative support.

Key Archive Responsibilities 

• Assist with digital asset management, records management, and project close-out activities 

• Organize and inventory drawings and project documentation 

• Preserve and rehouse archival material in various formats 

• Assist with the preparation of archival materials for transfer to off-site storage and clients 

Key Submittals Responsibilities 

• Process and track shop drawings and samples with respective trades (Ex: architectural, structural, MEP, specialist consultants) 

• Coordinate with respective trades, contractors, and consultants during construction phase 

• Prepare shop drawing status reports 

• Respond to technical and coordination issues related to tracking of shop drawings 

• Set up QC reviews and coordinate with project managers, consultants, and clients 

Secondary Responsibilities 

As needed additional support for administrative team members to cover vacations and absences. 

• Print Room services: Printing, coordinate delivery services, travel arrangements, and mail distribution

• Administrative services: catering requests, meeting arrangements, and occasional reception coverage 

Key Competencies 

• Proficient with Bluebeam, Acrobat, and MS Office including Word, Excel, Teams, and Outlook 

• Ability to work in a team environment and on an individual basis 

• Ability to communicate both verbally and in writing 

• Good interpersonal skills and attention to detail 

• Ability to work well under pressure 

• Well-organized and flexible, with the ability to prioritize tasks in a fast-paced environment 

• Strong organizational, interpersonal, and communication skills 

Minimum Qualifications 

• Current college student actively pursuing a degree in Architecture, Engineering, or Interior Design 

• Technical knowledge of the AE industry or experience as a librarian

• Two years of general office experience 

• Ability to lift and carry boxes weighing up to 40 pounds and move furniture 

• Ability to stand, stoop, bend, and work in tight spaces 

About the Firm 
 

SMMA is one of New England’s most unique design firms due to our composition, reputation, and focus. Cambridge-based since our incorporation in 1955, we offer an integrated, multidisciplinary environment driven by collaboration between architects, interior designers, engineers, technologists, researchers, and industry experts. We focus on building lasting relationships with strategic partners in both the public and private markets. 

As an employee-owned firm, we believe that good ideas are welcome from anywhere. Our work straddles seven markets—K-12, Higher Education, Corporate, Commercial, Life Science, Federal Government, and Advanced Technology—with the opportunity to work across a wide range of projects and specialisms. We offer a fast-paced, team-oriented environment that promotes intellectual and creative growth. 

SMMA was founded by MIT and Rensselaer alumni who believed that the balance of architecture, engineering, interiors, and site design afforded clients the agility of a single source of creative and technical expertise. Today, we remain dedicated to this flexible, integrated approach. We are guided by a shared pursuit of design excellence, sustainability, and social responsibility. 

Company Perks 

• Employee-owned firm with Employee Stock Ownership Program 

• Hybrid work-from-home policy 

• Competitive benefits including paid time-off, company-funded MA Paid Family and Medical Leave, company-paid dental plan, company-paid life insurance, and 401(K) matching 

• Employee Assistance Program (includes confidential emotional support, legal guidance, and financial resources) 

• Mentor/protégé program 

• Educational reimbursement 

• Licensure and membership reimbursement 

• “Lunch and Learns” with internal and external speakers