Project Coordinator

The Project Coordinator supports a busy, design-focused studio by coordinating projects, managing day-to-day office operations, and assisting the leadership team with scheduling, meetings, and client-facing activities. This role combines project coordination, operations, and light creative support within an interiors-focused environment, requiring strong organizational skills, attention to detail, and the ability to pivot quickly as project requirements evolve.

Responsibilities

• Input, track, and maintain project information using the project tracker as directed by the design, technical, and management teams.
• Maintain organized project files and folders to ensure information is accurate, accessible, and up to date.
• Review and self-check work, including redlines and deliverables, before submitting to leadership.
• Adapt quickly to changing project requirements, timelines, and design directions across multiple concurrent projects.
• Work effectively under pressure while managing varying tasks and priorities across several projects.
• Answer and screen incoming calls in a professional and courteous manner, directing inquiries to the appropriate team members.
• Greet clients, vendors, and guests and ensure they feel welcomed and prepared for meetings.
• Manage the daily office calendar, including scheduling internal and external meetings, site visits, and key deadlines.
• Assist with meeting preparation by setting up conference rooms, arranging presentation materials, coordinating catering, and ensuring technology is ready and functioning.
• Review and process incoming mail, deliveries, and materials, and distribute them to the correct recipients in a timely manner.
• Order, stock, and track all office supplies to ensure the office remains fully equipped and operational.
• Perform general office tasks and administrative support as requested by staff and leadership.
• Keep the office organized, tidy, and well-stocked on a daily basis, contributing to a professional and welcoming environment.
• Liaise with product vendors to schedule presentations and coordinate library updates in collaboration with the studio team.
• Prepare the Principal for calls and meetings by providing accurate phone numbers, times, addresses, and relevant logistical details.
• Arrange transportation for the Principal and/or design team for client meetings and site visits, including coordinating vehicles and working with transportation companies.
• Support the operations team with onboarding new employees, including logistics, workspace setup, and basic orientation support.
• Collaborate with creative and technical teams on project coordination tasks related to FF&E, budgets, quotes, and design documentation as needed.
• Assist with light graphic design, presentation preparation, and marketing-related tasks for residential and hospitality projects when required.

• 23 years of professional experience working within a creative firm, ideally in a project coordination or operations-focused role.
• Experience with project coordination and operations, preferably within an interiors or design-focused environment.
• Strong organizational skills with the ability to manage multiple projects, tasks, and deadlines simultaneously.
• Demonstrated ability to work under pressure while maintaining accuracy and attention to detail.
• Proven ability to self-manage, including reviewing and refining ones own work before submission.
• Excellent verbal and written communication skills for interacting with clients, vendors, and internal teams.
• Comfort with client-facing responsibilities, including greeting guests and supporting in-person meetings.
• Proficiency in basic office technology and tools used for scheduling, communication, and document management.

• Bachelors or Associate degree in Interior Design, Interior Architecture, or a related field.
• 1+ year of procurement experience is a plus, particularly related to FF&E for interiors projects.
• Experience with SketchUp for supporting design and visualization tasks is a plus.
• Experience with Adobe Creative Suite for preparing design materials and supporting graphic design tasks is a plus.
• Background in operations, project coordination, graphic design, or marketing for residential and hospitality projects is highly beneficial.
• Familiarity with schematic design, design development, FF&E, quotes, and budgets within an interiors context is an advantage.
• Graphic design capabilities to support presentations and visual communications are a plus.
• Ability to collaborate effectively with both creative and technical teams in a studio environment.

This role is based in a beautiful, lively design studio on the outskirts of the West Loop, featuring an open office concept where clients and vendors frequently visit for in-person meetings. The studio operates Monday through Thursday on-site, with no work hours on Fridays, and typical daily hours starting between 9:00 and 9:30 a.m. for approximately six hours per day, with the possibility of expanding to an eight-hour day depending on the candidate and business needs. The environment is collaborative and creative, with dedicated creative and technical teams working closely together; the creative team primarily manages FF&E specifications, while the technical team focuses on millwork, furniture detailing, and built-in drawings, with drawing sets supported by an overseas partner. The office is dog-friendly and fosters a social, team-oriented culture, including informal outings to a nearby brewery and an annual weekend retreat for team bonding. The role provides a structured paid time off program, including increasing PTO accrual over tenure and a set number of paid holidays, along with time off between Christmas and New Years and additional designated days such as Memorial Day, Independence Day, Labor Day, Thanksgiving, the day after Thanksgiving, and a birthday half-day. Attire is generally aligned with a professional, creative studio environment, suitable for both office work and occasional client-facing interactions.

Job Type & Location

This is a Contract to Hire position based out of Chicago, IL.

The pay range for this position is $31.25 - $32.45/hr.

Eligibility requirements apply to some benefits and may depend on your job

classification and length of employment. Benefits are subject to change and may be

subject to specific elections, plan, or program terms. If eligible, the benefits

available for this temporary role may include the following:

Medical, dental & vision

Critical Illness, Accident, and Hospital

401(k) Retirement Plan Pre-tax and Roth post-tax contributions available

Life Insurance (Voluntary Life & AD&D for the employee and dependents)

Short and long-term disability

Health Spending Account (HSA)

Transportation benefits

Employee Assistance Program

Time Off/Leave (PTO, Vacation or Sick Leave)

This is a hybrid position in Chicago,IL.

This position is anticipated to close on Jun 16, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions.

We help visionary companies advance their engineering and science initiatives through

access to specialized experts who drive scale, innovation and speed to market.

With a network of almost 30,000 consultants and more than 4,500 clients across the U.S.,

Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without

regard to race, sex, age, color, religion, national origin, veteran status, disability,

sexual orientation, gender identity, genetic information or any characteristic protected

by law.

If you would like to request a reasonable accommodation, such as the modification or

adjustment of the job application process or interviewing process due to a disability,

please email ... for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the

city and county of San Francisco, we will consider for employment qualified applicants

with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a

condition of employment or continued employment. An employer who violates this law

shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process,

including sourcing, screening, and evaluating candidates. AI helps assess applications

and qualifications, but final decisions are made by our hiring team. By applying, you

acknowledge and agree that your application may be reviewed using AI tools.