Luci - Studio & Project Coordinator

Luci • Lincolnwood, IL

9d • Onsite

About The Position

The Studio & Project Coordinator at Luci is first and foremost a project support role. Working alongside project leads and studio leadership, this person keeps project operations running smoothly, maintaining schedules, documentation, and platforms so that creative teams can focus on the work itself.
Beyond project support, the role spans studio operations including timekeeping, expense management, software administration, employee onboarding, office coordination, and travel. A key objective is to continuously improve how these support functions operate, finding efficiencies that shift more of the studio's time and energy toward project work.
This role sits at the intersection of operations, accounting, and studio leadership, and is designed as a pathway into project management or studio operations for the right candidate. The ideal person is a creative problem-solver who is highly organized, proactive, and understands that processes exist to serve the studio's creative and business goals, not the other way around.

Requirements

• Collaborative and adaptable, with the ability to work seamlessly across all departments, including creative, operational, financial, and external vendors.
• Creative problem-solver with a bias toward simplifying workflows and improving how things get done.
• Eager to learn and comfortable with adapting to new tools, systems, and workflows.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Emotionally intelligent and professional demeanor.
• Understanding of the exhibit design and development process.
• General financial literacy.

Nice To Haves

• Experience with project management and operational platforms such as Monday.com, Harvest/Forecast, Paycom, Zoho, and Office 365 preferred.

Responsibilities

• Maintain project schedules, agendas, and meeting notes for project leads.
• Prepare, draft, and cross-reference project documentation and communications.
• Create and track action items and to-do lists.
• Set up and maintain project platforms (Monday.com, Harvest/Forecast, etc.), ensuring project records and codes are accurate and synchronized across systems.
• Set up project templates and ensure standards compliance.
• Maintain and update standards guidelines and SOPs to support the studio's creative workflow and project delivery goals.
• Identify inefficiencies in studio support workflows and drive improvements that increase capacity for project work.
• Review and reconcile employee timesheets in Paycom and Harvest/Forecast.
• Track approvals and communicate completion status to Accounting.
• Prepare and reconcile monthly expense reports, track reimbursables, and maintain departmental budgets.
• Support credit card management, approvals, and timely financial close.
• Maintain expense tracking systems in Zoho and Monday.com, collaborating with Accounting as needed.
• Serve as studio trainer and point of contact for software platforms including Harvest/Forecast, Monday.com, Office 365, Miro, Zoho, Outlook, Teams, and more.
• Set up technology for meetings, provide troubleshooting, and support IT rollouts and new software adoption.
• Add new hires to systems, directories, and meetings; coordinate equipment and software setup.
• Deactivate departing employees, reassign approvals, and manage equipment returns.
• Conduct software onboardings with new employees during their first week.
• Manage office supplies, refreshments, and general office readiness for Chicago and remote teams.
• Coordinate meetings, Lunch & Learn events, and office gatherings, including setup, catering, technology support, and cleanup.
• Oversee mail, package delivery, and incoming calls; coordinate with IT for office or desk changes.
• Plan, book, and manage Overhead and BD/Marketing travel, including itineraries, confirmations, and expense tracking.
• Build vendor relationships, secure corporate rates, manage hotel authorizations, and provide support for travel issues.
• Serve as the primary point of contact for Luci staff during travel, providing timely support for any issues such as flight delays, hotel discrepancies, or rental car concerns.

Benefits

• Healthcare coverage through Blue Cross Blue Shield, including medical, dental, vision, and mental health benefits—starting on the first of the month following your date of hire.
• Weekly pay, every Friday
• A generous Flexible Time Off (FTO) plan
• Eight paid company holidays
• 401(k) program with a 4% company match
• Paid parental and marital leave

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed