Specialty Studios Project & Operations Coordinator

HLW INTERNATIONAL LLP•New York, NY

1d•Hybrid

About The Position

The Specialty Studio Project & Operations Coordinator supports HLW’s Ark, Spark, and brandx Specialty Studios, which provide expertise in strategy, sustainability, architectural lighting, and brand experience. Reporting to a member of HLW’s Global Leadership Team, the coordinator works closely with Specialty Studio Directors based in New York, California, and London, as well as the Director of Finance. The role supports project operations, financial tracking, resource planning, and improvements to studio systems and processes. The coordinator helps manage projects throughout their lifecycle, from pursuits and contract processing through project setup, financial monitoring, billing, resource tracking, and closeout. They maintain current information on project status, financial performance, staffing capacity, and anticipated workload so studio leaders can identify issues and make informed decisions. This cross-functional role is suited to an organized, detail-oriented, financially astute professional who can work independently with multiple teams and senior leaders, improve processes, and support effective financial controls and operations. The position is hybrid, with three days onsite per week. HLW describes its culture as collaborative, inclusive, and growth-minded, with opportunities for professional growth, mentorship, and advancement.

Requirements

Bachelor’s degree required; discipline is flexible.
4–8 years of relevant professional experience in project coordination, project financial administration, operations, or a related field.
Experience working in a project-based professional services environment.
Demonstrated experience coordinating project budgets, financial tracking, billing, schedules, or resource planning.
Strong proficiency in Microsoft Excel and the Microsoft Office suite.
Experience with Microsoft Teams, SharePoint, and other collaboration or project management tools.
Ability to organize, analyze, and accurately communicate project and financial information.
Comfort working with complex data, multiple projects, and competing deadlines.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills and ability to work effectively with senior leadership, Studio Directors, Finance, project teams, and clients.
Ability to manage multiple priorities, follow through on outstanding issues, and proactively identify potential problems.
Sound judgment in deciding when to resolve issues independently and when to escalate them.
Ability to work independently while maintaining strong communication and collaboration across multiple teams.
Experience tracking project budgets, fees, labor expenditures, billing, and financial performance.
Understanding of project-based financial reporting, including hours against fees, WIP, accounts receivable, and forecasting.
Ability to identify discrepancies, recognize financial or operational risks, and raise issues with potential solutions.
Interest in process improvement, systems development, and creating more efficient ways of working.

Nice To Haves

Experience with architecture, interior design, engineering, or related consulting firms.
Proficiency in Deltek Vantagepoint, including experience with project information, financial data, reporting, or related project controls.

Responsibilities

Coordinate project setup in Deltek Vantagepoint, ensuring project information, budgets, fees, contracts, and billing schedules are accurately established and maintained.
Monitor project hours and expenditures against approved fees and budgets, track burn rates, and help forecast fees to completion.
Coordinate and track proposals and additional-services requests with Specialty Studio Directors.
Coordinate monthly billing, work-in-progress reviews, and accounts receivable follow-up with studio directors, Finance, and clients as appropriate.
Track project financial performance and identify potential budget overruns, billing delays, and other financial risks.
Prepare regular financial reports and project status updates for Specialty Studio Directors, the Director of Finance, and Leadership.
Coordinate contracts, amendments, and billing terms with studio directors, HLW Project Managers, Finance, and clients, ensuring documentation and approvals are completed on time.
Follow up on outstanding financial and administrative issues, escalating risks and recommending corrective action when needed.
Maintain an up-to-date view of active and upcoming projects, schedules, staffing assignments, workload, and team availability across Ark, Spark, and brandx.
Maintain staffing schedules and identify capacity gaps, scheduling conflicts, and competing resource needs for resolution by the Specialty Studio Directors.
Track project milestones, deliverables, and administrative requirements in coordination with the Specialty Studio Directors.
Assist project teams with kickoffs, handoffs, closeout activities, and related documentation.
Maintain visibility into the project pipeline and anticipate upcoming resource and operational needs with Studio Directors.
Help keep project information, staffing plans, and financial forecasts current as scopes and schedules change.
Support RFP responses, proposals, and project pursuits by coordinating project information, schedules, pipeline maintenance, and related administrative requirements in Deltek Vantagepoint.
Track upcoming opportunities and anticipated project starts with Specialty Studio Directors.
Coordinate contract processing, amendments, and billing arrangements following commercial decisions made by Specialty Studio Directors and appropriate firm leadership.
Help document and communicate project commitments, contractual requirements, and billing milestones.
Build, maintain, and improve project trackers, resource schedules, financial reports, and dashboards in Deltek Vantagepoint and other relevant systems.
Establish consistent processes for project setup, financial monitoring, resource tracking, billing coordination, and project closeout across the three studios.
Identify administrative bottlenecks, reporting gaps, and operational challenges and develop practical solutions with studio directors, Finance, and relevant HLW teams.
Identify opportunities to automate repetitive tasks, improve data accuracy, and reduce unnecessary coordination.
Promote consistent use of systems, documentation, and reporting practices to improve visibility and accountability across the Specialty Studios.