Project Coordinator

SUMMARY

As the Project Coordinator, you will play a vital role in supporting the successful delivery of projects within the studio. This position provides comprehensive coordination and administrative support throughout the project lifecycle from proposal development to project close-out. You will assist with key functions such as resource planning, invoicing, and tracking project milestones, while working closely with project managers to ensure smooth day-to-day operations and efficient execution. Your organizational skills and attention to detail will help drive team efficiency and project success.

For day-to-day project coordination, this role will report directly to the Connecticut Office Head. For accounting, billing, and invoicing purposes, there will be a dotted-line reporting relationship to the Senior Project Coordinator.

This is a full-time, office-based role, requiring on-site presence Monday through Friday.

DUTIES AND RESPONSIBILITIES :

• Manage project schedules
• Establish and maintain project billing schedules
• Assist project managers with Project Status Reports
• Determine resource allocation needs based on project budgets and Project Manager (PM) feedback
• Manage project plans based on resourcing needs
• Assist PMs with accounts receivable
• Oversee the invoicing process for projects within the studio
• Consistently provide a high level of customer service to staff, clients, vendors, business partners, and guests
• Managing workload - prioritizing work, follow-up of outstanding items, and ensuring deadlines are met
• Provide coordination and administrative support throughout project phases :
• Project Start-Up Tasks : Including contracts, RFP's / proposal letters, work authorizations, creation and / or maintenance of project directories, opening project and sub-project numbers, establishing project billing schedules and resourcing plans
• Early Project Phases Tasks : Including but not limited to accurate project files documentation (hard copy and electronic), print coordination, copying / scanning, creation / maintenance of various spreadsheets, correspondence, meeting coordination, and Teams set-up as required, preparation of meeting agendas and meeting notes
• Construction Documentation / Administration Phases Tasks : include file sharing, print coordination, logging RFIs & submittals
• Project Close-Out Tasks : include filing, financial system close-out, and punch lists
• Responsible for assisting Accounting and Managers in assembling invoices
• Request insurance certificates
• Schedule and coordinate meetings; Attend meetings, if necessary, for taking minutes and documenting other information
• Be responsible for incoming and outgoing mail and packages
• Prepare office for in person meetings
• Manage relationships with vendors and service providers (e.g., Cleaning Services, Security Services, Fire Safety Services, HVAC maintenance, Waste management, etc.)
• Enforce a level of uncompromising cleanliness : Maintain orderly office, kitchen, lobby, and shared spaces
• Maintain inventory of office supplies, including refreshments.
• Ensure all office equipment (photocopiers, printers, coffee machine, etc.) is in good working order, arrange for repairs and maintenance when necessary
• Provide assistance with various administrative functions to ensure smooth office operation
• Special duties and projects, as assigned or necessary

REQUIRED SKILLS / ABILITIES :

EDUCATION AND EXPERIENCE :

PHYSICAL REQUIREMENTS :

The physical requirements listed below represent the minimum standards that an employee must meet to perform the essential functions of this role successfully. Reasonable accommodations can be made to enable individuals with disabilities to perform these functions.