Project Coordinator

At Via Collective, we’re passionate about crafting experiences that guide and connect people to their environments. The Project Coordinator plays a key role in supporting the successful delivery of signage and wayfinding projects by coordinating project information, schedules, resources, budgets, and communications across multidisciplinary teams. The Project Coordinator is a project support and coordination role working under the direction of the Project Director and/or Project Manager. The position is responsible for organizing information, tracking project activities, coordinating communication and resources, and identifying items that require the attention or decision of the Project Director/Manager. Final decision-making for project direction, client decisions, scope, contracts, and project approvals remains with the Project Director/Manager. Key Responsibilities: Coordinate day-to-day project activities, ensuring information flows efficiently between the Project Director/Manager, clients, consultants, and the internal design team. Maintain strong working relationships through responsive, supportive, and professional client communication Under the direction of the Project Director/Manager: Coordinate communications with clients, subconsultants, and vendors under the direction of the Project Director/Manager, ensuring questions, information, and follow-up items are routed appropriately. Maintain and monitor project schedules, milestones, and action items Build, update, and maintain projects in Asana Coordinate project meetings by scheduling meetings, preparing agendas, documenting meeting notes, tracking follow-up actions, and following up as necessary Track project budgets and progress, escalating potential risks or schedule impacts to the Project Director/Manager. Maintain and update staff resource planning to be able to see all projects and staffing resources simultaneously every week Support the design team in preparing project deliverables, transmittals, updating client comment logs, and maintaining and resolving RFI logs. Track project decisions, outstanding issues, and scope changes throughout the project lifecycle. Prepare draft scope change documentation and added scope requests (ASRs) for review and approval by Project Director/Manager. Support improvements to project workflows, documentation, and coordination processes. Support Project Managers on larger, more complex projects as assigned. Follow company policies and procedures, including folder and file organization, naming, and structure. Support the firm’s QA/QC process by reviewing project materials for completeness, accuracy, formatting, and adherence to established project standards before client distribution. Attend weekly internal design team coordination meetings to report on and coordinate your projects, weekly resource planning meetings to coordinate designer assignments, and external project meetings as needed. Qualifications Excellent organizational, planning, and time management skills. High level attention to detail and commitment to producing high-quality work. Superb verbal, written, and interpersonal communication skills. Strong customer service mindset and ability to build positive relationships with clients and project teams. Self-motivated, resourceful, collaborative, and proactive in solving problems. Strong professional judgment, presentation skills, and the ability to manage confidential information appropriately. Experience with Adobe Creative Suite, MS Office, Google Suite Applications, Asana, and Monograph. This is a part‑time hybrid position with flexible in‑office time on Tuesday, Wednesday, and Thursday. Candidates must have easy access to New York City and the surrounding area, as local travel for meetings or site visits will not be reimbursed unless directed by the contract. Required Background Bachelor’s degree in design, business management, communications, or related discipline 2-4 years of experience in coordination or project management roles. Wayfinding, architecture, engineering, or interior design firm experience is preferred but not required. Nice to Have Experience coordinating design and construction documentation projects. Familiarity with resource planning, project financial tracking, and multidisciplinary project teams. Interest in environmental graphic design, signage, and wayfinding systems. What We Value A commitment to high-quality design and execution. A growth mindset, always seeking new insights and improvements. A positive and collaborative attitude, fostering a supportive team environment. Alignment with our firm’s vision and values, contributing to the long‑term success of both our projects and our team. Why Join Us This is a unique opportunity to contribute to impactful design projects. At Via Collective, we value a positive, collaborative environment where everyone’s input is respected, and growth is encouraged. If you’re looking for a role where you can develop your project coordination skills, take ownership of your work, and contribute to a collaborative team, we’d love to hear from you. Submission Details Only candidates authorized to work in the U.S. will be considered. The salary range is $20–$30/hour depending on experience. Paid time off will be available after 3 months of employment. Applicants will be contacted for an interview within one week of receipt of a complete application. No calls, please. #J-18808-Ljbffr Via Collective, Incorporated