Operations Coordinator

Milrose Consultants; New York (NY); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health insurance

401K with match

Paid time off

Career development

Job summary

HLZAE, Inc. is seeking an Operations Coordinator to provide operational support across Architecture and Engineering teams in New York City. You will work with internal departments, contractors, accounting, and project teams to optimize daily operations and improve workflows.

The role entails coordinating payment applications, invoices, change orders, and office logistics while ensuring effective communication. This onsite position offers competitive compensation and growth opportunities.

Qualifications

• Knowledge of office administration and strong time management.
• Excellent written and verbal communication; able to work independently and across departments.
• Ability to handle multiple priorities with professionalism and flexibility.

Responsibilities

• Process and distribute contractor payment applications and review invoices with Accounting.
• Oversee payment applications distribution and resolve AR issues.
• Process change orders in collaboration with Payment Applications.
• Assist with PPE audits and field equipment inventory.
• Vet new contractors for HLZAE and Surface Design projects.
• Support ad hoc projects, including reports and operational initiatives.
• Answer office calls and route to correct party.
• Provide front desk coverage and backup for the Office Administrator.
• Manage inventory and replenish office supplies; kitchen pantry and cleanliness.
• Assist new hire computer/workstation setup and internal communications.

Skills

Office administration

Time management

Computer skills

Organizational skills

Written and verbal communication

Independence & collaboration

Attention to detail

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

About Us

Shape the iconic skyline of New York! Join HLZAE, a wholly owned subsidiary of Milrose Consultants. We build more than buildings—we build confidence in compliance, restoration, and renewal. As a trusted leader in architecture, building envelope consulting, and façade restoration, we partner with clients to preserve and enhance New York City’s iconic skyline. Our team brings deep technical expertise and a commitment to excellence across every phase of design, inspection, and construction administration.

About Us

Shape the iconic skyline of New York! Join HLZAE, a wholly owned subsidiary of Milrose Consultants. We build more than buildings—we build confidence in compliance, restoration, and renewal. As a trusted leader in architecture, building envelope consulting, and façade restoration, we partner with clients to preserve and enhance New York City’s iconic skyline. Our team brings deep technical expertise and a commitment to excellence across every phase of design, inspection, and construction administration.

New York, NY | Onsite | Full-Time

Position Overview

We’re looking for an Operations Coordinator to join our HLZAE team. In this role, you’ll provide operational support across the Architecture and Engineering teams. You’ll work closely with internal departments, contractors, accounting, and project teams to support daily operations, improve workflows, and ensure effective communication across the organization.

What You’ll Do

• Process and distribute contractor Payment Applications, verifying accuracy and completeness while leveraging collection opportunities and facilitating timely distribution.
• Oversee the Payment Applications distribution process and review outstanding invoices and project details with the Accounting department to resolve AR issues when needed.
• Process Change Orders in collaboration with Payment Applications.
• Assist with Personal Protection Equipment audits and field equipment inventory.
• Assist with vetting new contractors for HLZAE and Surface Design projects.
• Support ad hoc projects, including reports and operational initiatives.
• Answer office calls and route them to the correct party.
• Provide front desk coverage for Surface Design and backup support for the HLZAE receptionist when the Office Administrator is out of office.
• Manage inventory and replenish office supplies.
• Manage kitchen pantry supplies, including ordering fruit and beverages.
• Maintain kitchen cleanliness, including making coffee, running the dishwasher, and ensuring the kitchen is clean daily.
• Assist with new hire computer and workstation setup.
• Manage and distribute information within and between departments to ensure interactions are positive and productive.
• Provide innovative ideas and leverage technology for process improvement solutions.
• Liaise with different departments to improve performance and work efficiency.
• Be available as needed to provide support and address requests promptly.
• Assist with the company intranet, ensuring all links and documents are accurate and working.

Required

• Knowledge of office administration, excellent time management skills, and strong computer skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively across departments.
• Professionalism, flexibility, and strong attention to detail.

What You’ll Bring

• Knowledge of office administration, excellent time management skills, and strong computer skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively across departments.
• Professionalism, flexibility, and strong attention to detail.

Preferred

• Bachelor’s degree and/or 1–3 years of related industry experience.
• Experience supporting architecture, engineering, construction, or professional services teams.
• Experience with contractor documentation, payment applications, invoices, or project administration.
• Strong planning, organization, and problem-solving skills.

Work Environment & Schedule

• This is a fully onsite position supporting both the HLZAE and Surface Design offices in New York City, with a schedule split between the two locations (three days at one office and two days at the other).
• Standard working hours are Monday through Friday, 8:30 AM-5:00 PM.
• Travel requirements: Minimal.

Compensation & Benefits

• Salary range: $65,000 – $75,000, based on knowledge, skills, and experience.
• Comprehensive health, dental, and vision insurance, and 401K plan with a match.
• Paid time off: Holiday, vacation, sick time, personal and birthday.
• Career development and growth opportunities.

HLZAE, Inc., a wholly owned subsidiary of Milrose Consultants, LLC, is an Equal Opportunity Employer . We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

HLZAE, Inc., a wholly owned subsidiary of Milrose Consultants, LLC, is committed to providing reasonable accommodation for qualified individuals with disabilities. If you need assistance or an accommodation due to a disability, please contact us at [e-mail].

Notice To Third Party Agencies

Please refrain from calling or emailing our team directly. Our in-house Talent Acquisition team manages all recruiting operations, including the selection and management of all external suppliers.