Project Coordinator

Job Title: Project Coordinator

Job Description

The Project Coordinator supports a variety of architecture projects within a New York City office, working closely with principals, project managers, and job captains. This role provides high-level administrative and project coordination support to the Healthcare Studio and Studio Leaders, ensuring smooth daily operations, well-organized meetings, and effective communication across project teams.

Responsibilities

• Support multiple architecture projects across the New York City office by coordinating tasks, information, and documentation among project teams.
• Work directly with principals, project managers, and job captains to help organize project workflows and keep initiatives on track.
• Assist the Healthcare Studio and Studio Leaders with a broad variety of executive administrative tasks to ensure efficient studio operations.
• Manage Studio Leaders' calendars, including scheduling and coordinating meetings, interviews, conferences, speaking engagements, business luncheons, and client dinners.
• Coordinate meeting agendas, prepare detailed meeting minutes, and track and follow up on assigned action items to ensure timely completion.
• Create and format presentations for monthly Studio meetings, using appropriate tools and templates.
• Implement and maintain company protocols within the Studio to support consistent and efficient daily activities.
• Collaborate with project teams in architecture, construction, and construction administration to support project coordination activities.
• Utilize project management skills to prioritize tasks, manage deadlines, and support successful project delivery.
• Work with digital tools, including office productivity software and design-related applications, to prepare documents, reports, and presentations.

Essential Skills

• Associate or bachelor's degree required.
• Minimum of 5-7 years of experience as an Administrative Assistant, Office Administrator, or in a similar role within a small to medium-sized business entity.
• Experience working with architecture or engineering firms strongly preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong project management and project coordination skills.
• Familiarity with architecture, construction, and construction administration workflows.
• Ability to manage executive calendars and coordinate complex schedules.
• Strong organizational skills with the ability to implement and maintain office or studio protocols.
• Excellent written and verbal communication skills, including the ability to prepare meeting minutes and professional presentations.
• Attention to detail and the ability to follow up on action items and deadlines reliably.

Additional Skills & Qualifications

• Familiarity with Deltek Vision is a plus.
• Familiarity with Adobe Suite, particularly InDesign, is a plus.
• Experience using AutoCAD is preferred.
• Prior experience supporting healthcare or similar specialized studios within an architecture environment is beneficial.
• Ability to collaborate with diverse project teams and stakeholders.
• Comfort working in a fast-paced, project-driven environment.

Work Environment

This role is based in a New York City architecture studio that supports a wide range of project types, including healthcare and residential work, within a large, collaborative office environment of more than 450 team members. The standard schedule is Monday through Friday from 9:00 a.m. to 6:00 p.m. The studio culture encourages involvement in community and team-building activities, such as local charity initiatives and recreational events, fostering a supportive and engaged workplace. The position involves regular use of office technology, including computers, Microsoft Office applications, and design-related software, in a professional office setting.

Job Type & Location

This is a Contract position based out of New York, NY.

Pay and Benefits

The pay range for this position is $28.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in New York,NY.

Application Deadline

This position is anticipated to close on Jun 23, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.