{"id":3883344,"url":"https://alion.io/job/hlw-specialty-studios-project-operations-coordinator","title":"Specialty Studios Project & Operations Coordinator","company":{"id":2235651,"name":"HLW","domain":"hlw.com","url":"https://alion.io/company/hlw-com","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"ADP","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New York, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":90000,"max":120000,"currency":"USD","period":"year","gross":null,"usd_annual":120000},"salary_estimate":null,"experience_years_min":4,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Microsoft Teams","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-11-06T18:51:44Z","employer_posted_date":"2026-11-06","last_verified_at":"2026-11-08T21:56:58Z","board_verified":true,"closed_at":null,"days_open":2,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":2},"description":"HLW is built on the belief that exceptional design begins with exceptional people. With a 140-year legacy as a global, award-winning architecture and design firm, we collaborate with leading clients to shape meaningful, future-focused environments. Our culture is collaborative, inclusive, and growth-minded, offering hybrid work flexibility, competitive compensation, and comprehensive benefits.\nFor more information about our culture, visit www.hlw.com.\nPosition Summary\nHLW’s in-house Specialty Studios bring focused expertise in strategy, sustainability, architectural lighting, and brand experience to complement our architecture and interior design services. Together, these studios support a comprehensive, integrated approach to creating meaningful environments for our clients.\nThe Specialty Studio Project & Operations Coordinator will support three of HLW’s Specialty Studios: Ark, Spark, and brandx. Reporting to a member of HLW’s Global Leadership Team, this position will work closely with the Specialty Studio Directors, who are based across three time zones (New York, California, and London), and the Director of Finance to support and coordinate project operations, maintain accurate financial tracking, support resource planning, and improve the systems and processes that help the studios operate effectively.\nThis role is responsible for coordinating projects throughout their lifecycle, from pursuit and contract processing through project setup, financial monitoring, billing, resource tracking, and closeout. The coordinator will maintain a reliable, current view of project status, financial performance, staffing capacity, and upcoming workload, helping Specialty Studio Directors anticipate issues and make informed decisions.\nThe ideal candidate is highly organized, financially astute, detail-oriented, and comfortable working independently with multiple teams and senior leaders. They enjoy creating structure, improving processes, and ensuring that important details are consistently tracked and addressed.\nThis is a cross-functional coordination role focused on enabling the Specialty Studios to operate efficiently, maintain strong financial controls, and dedicate more time to clients, design, and business development.\nJob Responsibilities\nProject Financial Controls & Administration\nCoordinate project setup in Deltek Vantagepoint, ensuring that project information, budgets, fees, contracts, and billing schedules are accurately established and maintained.\nMonitor 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, as needed, in collaboration with the Specialty Studio Directors.\nCoordinate monthly billing, work-in-progress (WIP) reviews, and accounts receivable follow-up in collaboration with the Specialty Studio Directors, Director of Finance, and clients as appropriate.\nTrack project financial performance and identify potential budget overruns, billing delays, and other financial risks.\nPrepare regular financial reports and project status updates for the Specialty Studio Directors, Director of Finance, and Leadership.\nCoordinate contracts, amendments, and billing terms with Specialty Studio Directors, HLW Project Managers, Finance, and clients, ensuring documentation and approvals are completed in a timely manner.\nFollow up on outstanding financial and administrative issues, escalating risks and recommending corrective action when needed.\nResource & Project Coordination\nAssist the Specialty Studio Directors to maintain an up-to-date view of active and upcoming projects, schedules, staffing assignments, workload, and team availability across Ark, Spark, and brandx.\nMaintain staffing schedules and identify potential capacity gaps, scheduling conflicts, and competing resource needs for resolution by the Specialty Studio Directors.\nIn coordination with the Specialty Studio Directors track project milestones, deliverables, and administrative requirements to support effective project execution.\nAssist project teams with project kickoffs, handoffs, closeout activities, and related documentation to ensure consistency throughout the project lifecycle.\nWork with Studio Directors to maintain visibility into the project pipeline and anticipate upcoming resource and operational needs.\nIn coordination with the Specialty Studio Directors help ensure that project information, staffing plans, and financial forecasts remain current as project scopes and schedules evolve.\nBusiness Development & Commercial Coordination\nSupport RFP responses, proposals and project pursuits by coordinating project information, schedules, pipeline maintenance, and related administrative requirements in Deltek Vantagepoint.\nWork with the Specialty Studio Directors to track upcoming opportunities and anticipated project starts.\nCoordinate contract processing, amendments, and billing arrangements following commercial decisions made by the Specialty Studio Directors and appropriate firm leadership.\nHelp ensure that project commitments, contractual requirements, and billing milestones are properly documented and communicated.\nSystems & Process Improvement\nBuild, maintain, and improve project trackers, resource schedules, financial reports, and dashboards in Deltek Vantagepoint and other relevant systems.\nEstablish consistent processes for project setup, financial monitoring, resource tracking, billing coordination, and project closeout across the three studios.\nIdentify recurring administrative bottlenecks, reporting gaps, and operational challenges, and develop practical solutions in collaboration with the Specialty Studio Directors, Finance, and relevant HLW teams.\nIdentify opportunities to automate repetitive tasks, improve data accuracy, and reduce unnecessary coordination.\nPromote consistent use of systems, documentation, and reporting practices to improve visibility and accountability across the Specialty Studios.\nRole Qualifications\nEducation & Experience\nBachelor’s degree required; degree discipline is flexible.\n4-8 years of relevant professional experience in project coordination, project financial administration, operations, or a related field.\nExperience working in a project-based professional services environment; experience with architecture, interior design, engineering, or related consulting firms is preferred.\nDemonstrated experience coordinating project budgets, financial tracking, billing, schedules, or resource planning.\nTechnical Skills & Knowledge\nProficiency in Deltek Vantagepoint is preferred, including experience working with project information, financial data, reporting, or related project controls.\nStrong proficiency in Microsoft Excel and the Microsoft Office suite.\nExperience with Microsoft Teams, SharePoint, and other collaboration or project management tools.\nAbility to organize, analyze, and communicate project and financial information accurately.\nComfort working with complex data, multiple projects, and competing deadlines.\nOrganizational & Communication Skills\nExceptional organizational skills and attention to detail.\nStrong written and verbal communication skills, with the ability to work effectively with senior leadership, Studio Directors, Finance, project teams, and clients.\nAbility to manage multiple priorities, follow through on outstanding issues, and proactively identify potential problems.\nSound judgment in determining when to resolve issues independently and when to escalate them.\nAbility to work independently while maintaining strong communication and collaboration across multiple teams.\nFinancial & Operational Skills\nExperience tracking project budgets, fees, labor expenditures, billing, and financial performance.\nUnderstanding of project-based financial reporting, including hours against fees, WIP, accounts receivable, and forecasting.\nAbility to identify discrepancies, recognize financial or operational risks, and bring issues forward with potential solutions.\nInterest in process improvement, systems development, and creating more efficient ways of working.\nWhy Join Us? We Offer\nA collaborative, hybrid work environment with three days onsite per week.\nA diverse, creative studio culture grounded in technical rigor and design excellence.\nOpportunities for professional growth, mentorship, and advancement.\nCompetitive compensation and a comprehensive benefits package.\nCompensation & Benefits\nThe expected salary range for this position is $90,000-$120,000. Compensation will be determined based on relevant experience, qualifications, location, and other job-related factors.\nHLW is committed to supporting the health and well-being of our team members. Our comprehensive benefits package includes medical, dental, and vision coverage; life and disability insurance; paid time off; flexible spending accounts; an employee assistance plan; parental leave; financial assistance toward professional licensing and reimbursement for certification exam fees; a 401(k) plan; and commuter benefits.\nAll qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, sexual orientation, protected veteran status, or disability status.\nApplication Requirements: Please submit a resume outlining relevant experience and qualifications.","description_format":"text","description_chars":9379,"description_truncated":false,"requirements":{"experience_years_min":4,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["Hybrid work","Parental leave"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Architecture","Engineering Services"],"lifecycle":[{"event":"open","at":"2026-11-06T18:51:44Z"}],"visa":[{"country":"US","licensed_sponsor":true,"adverts_offering_sponsorship_24m":0,"sanctioned_now":false,"evidence":"H-1B filings in 12 months: 10","filings_12m":10,"filings_prev_12m":13,"green_card_filings_12m":0,"median_offered_wage_usd":102500,"route":null,"cap_exempt":false,"checked_at":"2026-11-08T10:45:15+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)"],"filings_for_role_12m":0}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":1,"expected_fill_days":26,"reasons":["conf:0","win:early"],"computed_at":"2026-11-08T05:47:12Z"},"pay":{"stated_usd_annual":120000,"is_top_pay":true},"html_url":"https://alion.io/job/hlw-specialty-studios-project-operations-coordinator","json_url":"https://alion.io/job/hlw-specialty-studios-project-operations-coordinator.json","meta":{"generated_at":"2026-11-08T23:11:37Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":48325,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-09T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2235651},"rest":"https://alion.io/mcp/rest/get_company?id=2235651"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fhlw-specialty-studios-project-operations-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fhlw-specialty-studios-project-operations-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fhlw-specialty-studios-project-operations-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/hlw-specialty-studios-project-operations-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fhlw-specialty-studios-project-operations-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3883344}},{"tool":"search_jobs","arguments":{"company":"hlw.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3883344},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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