Project Coordinator - Retail

Gensler; New York (NY); On-site; USD 70,000 - 75,000; Full time

Job summary

Gensler in New York, NY is seeking a Project Coordinator to support Design and Project Managers through all phases of a project – from proposal and setup to design, construction and closeout.

You will help keep projects organized and on track by handling contracts, financial tracking, documentation, and day-to-day admin, requiring strong communication, budgeting, and coordination skills. A related degree and 2–5 years of experience are preferred.

Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, Interior Design, Architecture, or a related field.
• 2-5 years of experience in project administration, accounting support, finance, bookkeeping, or a similar clerical role.
• Strong numerical aptitude and high attention to detail.
• Comfortable working with budgets, invoices, financial records, spreadsheets, and data.
• Strong organizational skills with the ability to maintain accurate records and manage multiple deadlines.
• Proficient in Microsoft Excel and Word, including experience creating and maintaining spreadsheets and trackers.
• Strong written and verbal communication skills.
• Self-motivated, dependable, and comfortable working with established processes.
• Experience in architecture, design, construction, or professional services is a plus, but not required.

Responsibilities

• Draft, edit, administer, and track Letters of Intent, Interim and Final Agreements, Consultant Agreements, and Work Authorizations, including monitoring contract execution and Purchase Orders.
• Partner with In-House Counsel, Design and Project Managers, and Project Accountants to incorporate comments into contracts and ensure project scope, fees, and financial information remain accurate and up to date.
• Support project setup and financial management, including opening projects and sub-projects, maintaining budgets and financial trackers, assisting with invoices, and identifying missing or inconsistent project documentation.
• Use project management tools to improve efficiency for project teams and the studio, including entering staffing and revenue plans, developing project schedules, and maintaining reports and data trackers.
• Serve as a go-to studio resource for understanding and supporting firmwide performance metrics, including staffing and revenue plan completion, contract execution, and resilience and sustainability metrics.
• Maintain accurate and organized project records, including contracts, Work Authorizations, consultant agreements, invoices, reports, and other project documentation.
• Provide general project support, including project research, meeting coordination and notes, project profile updates, document preparation, and other administrative tasks that improve project quality and delivery.

Skills

Numerical aptitude

Attention to detail

Budgeting & invoicing

Organizational skills

Microsoft Excel

Microsoft Word

Written and verbal communication

Self-motivated

Education

Bachelor's degree in Finance, Accounting, Business Administration, Interior Design, Architecture, or a related field

Tools

Microsoft Excel

Microsoft Word

Job description

Your Role

As a Project Coordinator, you will support Design and Project Managers throughout the life of a project, from the initial proposal and project setup through design, construction, and project closeout. You will help keep projects organized, accurate, and on track by supporting contracts, financial management, project documentation, and day-to-day project administration.

What You Will Do

• Contract and Proposal Assistance: Draft, edit, administer, and track Letters of Intent, Interim and Final Agreements, Consultant Agreements, and Work Authorizations, including monitoring contract execution and Purchase Orders.
• Partner with In-House Counsel, Design and Project Managers, and Project Accountants to incorporate comments into contracts and ensure project scope, fees, and financial information remain accurate and up to date.
• Support project setup and financial management, including opening projects and sub-projects, maintaining budgets and financial trackers, assisting with invoices, and identifying missing or inconsistent project documentation.
• Use project management tools to improve efficiency for project teams and the studio, including entering staffing and revenue plans, developing project schedules, and maintaining reports and data trackers.
• Serve as a go-to studio resource for understanding and supporting firmwide performance metrics, including staffing and revenue plan completion, contract execution, and resilience and sustainability metrics.
• Maintain accurate and organized project records, including contracts, Work Authorizations, consultant agreements, invoices, reports, and other project documentation.
• Provide general project support, including project research, meeting coordination and notes, project profile updates, document preparation, and other administrative tasks that improve project quality and delivery.

Your Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, Interior Design, Architecture, or a related field
• 2-5 years of experience in project administration, accounting support, finance, bookkeeping, or a similar clerical role
• Strong numerical aptitude and high attention to detail
• Comfortable working with budgets, invoices, financial records, spreadsheets, and data
• Strong organizational skills with the ability to maintain accurate records and manage multiple deadlines
• Proficient in Microsoft Excel and Word, including experience creating and maintaining spreadsheets and trackers
• Strong written and verbal communication skills
• Self-motivated, dependable, and comfortable working with established processes
• Experience in architecture, design, construction, or professional services is a plus, but not required

**The base salary range will be estimated between $70,000 to $75,000. Gensler's total compensation package is multi-layered and includes a base salary, two annual bonuses paid in December and June. To learn more about our compensation philosophy and full benefits offerings, please visit Great People, Great Rewards | Gensler**

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to "Well-being Awareness Week," our offices reflect our people's diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.

As part of the firm's commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and Aff All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state and local law.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with federal, state and local law.

See also Know your rights: Workplace discrimination is illegalright to work and E-verify program, as required by law.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler's approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email [e-mail].

Time Type

Full-Time

Location

New York, NY, US