Consulate Office Manager Jobs (NOW HIRING)

B.L. Harbert International is seeking an Assistant Mechanical Coordinator to join our International Group based in Birmingham, Alabama. This role directly supports the Mechanical Coordinator(s) and reports to the Mechanical Director – Operations  across a wide range of design, construction, and project-management tasks on large-scale U.S. Embassy and Consulate projects around the world.

Responsibilities:

Design & Document Support
• Assist in reviewing design documents for accuracy, completeness, and contract compliance.
• Support preparation and organization of Construction Document deliverables including RFIs, submittals, shop drawings, and O&M manuals.
• Help perform basic value-engineering and constructability takeoffs under the direction of senior staff.
• Support the review and tracking of consultant and vendor drawings, schedules, and technical submittals.

Estimating & Quantification
• Perform preliminary material and equipment quantifications using established tools and templates.
• Assist with maintaining internal quantity logs and cost databases.
• Support senior personnel in developing life-cycle cost comparisons and mechanical budget tracking.

Procurement & Vendor Coordination
• Prepare draft Purchase Requests and help track Purchase Orders as directed.
• Assist in maintaining procurement logs, submittal logs, and lead-time trackers.
• Support communication with vendors for quotation requests, technical clarifications, and documentation follow-up.
Project Coordination & Construction Support
• Help support on-site Project Coordinators with technical questions and information requests.
• Assist in tracking commissioning, start-up activities, and vendor scheduling.
• Maintain organized project files, drawing registers, and correspondence databases across multiple active projects.
• Support internal quality-control processes, ensuring consistency with company and client mechanical standards.

General Administrative & Planning Support
• Prepare meeting notes, action items, and follow-up logs for mechanical coordination meetings.
• Assist with internal presentation materials, status updates, and mechanical scope summaries.
• Provide logistical support for international travel planning for senior mechanical staff.
• Maintain accurate project documentation in accordance with USG requirements.

Requirements:

• U.S. Citizen
• Ability to obtain and maintain a U.S. Government Security Clearance
• 1–3 years of experience in engineering, construction, or related technical fields
• Ability to travel internationally if required (minimal travel expected at entry level)
• Proficiency in Microsoft Office Suite, especially Excel
• Familiarity with reading mechanical drawings, specifications, and schedules

Preferences:

• Bachelor’s degree in Mechanical Engineering, Construction Management, or a related field
• Experience or exposure to HVAC, plumbing, fire protection, or site utilities
• Familiarity with estimating or takeoff software (OST, FastDUCT/FastPIPE, Trimble MEP, Bluebeam, etc.)
• Exposure to BIM or 3-D modeling workflows
• Basic understanding of commissioning, TAB, or controls concepts
• Previous internship or junior role supporting MEP coordination
• Strong communication and interpersonal skills for effective team collaboration and client interactions
• Experience in leveraging AI to streamline processes

Physical Demands:

• Ability to lift up to 25 lbs. (documents, plans, files)
• Ability to sit for extended periods with occasional standing
• Manual dexterity for office equipment and filing
• Ability to focus in a fast-paced office environment

Work Environment:

• Office-based with standard working hours; occasional flexibility required
• Limited site travel may be requested for training or coordination purposes

B.L. Harbert International, LLC offers a competitive U.S. compensation package including health insurance (BCBS medical and dental), group insurance, 401(k), paid holidays, and paid vacation.

B.L. Harbert International, LLC is an EOE / Veterans / Disabilities