Lead Project Coordinator

2 weeks ago

Lincolnwood, Illinois, United States Luci Creative Full time

Lead Project Coordinator

The Lead Project Coordinator will expertly oversee the implementation of our exhibition and experiential design initiatives from initial concept through to final installation. This role requires extensive knowledge of the exhibit design development process, execution methodologies, and the unique challenges faced by our clients and vendor collaborators (architects, media/interactive developers, lighting designers, exhibit fabricators, general contractors).

A Lead Project Coordinator at Luci Creative is tasked with ensuring that all initiatives are delivered on schedule, within budget, and provide optimal client solutions within the allocated hours. They will manage the internal workflow for projects from content creation to design and installation. The Lead Project Coordinator must excel in teamwork and handle a diverse range of projects in a dynamic environment. They must also coordinate closely with various trade and vendor partners (architects, engineers, media/AV, IT, general contractors, fabricators) on projects, ensuring comprehensive alignment from design development through to execution.

A successful Lead Project Coordinator will facilitate project execution strategies across departments and with both internal and external partners. They will initiate development and alignment at the start of each phase, conduct regular check-ins to ensure progress and deliverables are met, and confirm agreed-upon methodologies. The Lead Project Coordinator will also oversee contract progression, support billing, and manage change orders.

Together, the Project Coordinator and Project Director share ultimate accountability for a project. They are jointly responsible for mobilizing available resources to successfully complete the project: exceptional creative output, effective visitor engagement, client satisfaction, seamless coordination with partners and subcontractors, and adherence to timelines and budgets.

Key Responsibilities

As a Lead Project Coordinator, you will have specific responsibilities including:

Client Relationship Management

  • Act as the representative of Luci Creative with client teams, partners, and subcontractors
  • Maintain these relationships throughout the project lifecycle
  • Ensure partner and subcontractor understanding and alignment regarding scope and processes
  • Drive project momentum by actively aligning and facilitating partner and subcontractor workflows in relation to Luci Creative team workflows

Contract Management, Budgeting, and Invoicing

Contract Management

  • Collaborate with the Project Director to develop scopes of work
  • Understand scope requirements of Luci and monitor deliverables
  • Develop coordinated and comprehensive approaches to phasing and scopes between Luci Creative, partners, and subcontractors
  • Solicit and incorporate input from executive and departmental leads to create successful project scopes, labor, and work plans (in later project phases)
  • Create, execute, and manage contracts for clients and subcontractors/freelancers
  • Understand scope requirements of Luci vendors and monitor deliverables
  • Identify and flag potential risks in current or future phases
  • Create, execute, and manage RFPs for project partners

Budgeting

  • Establish and maintain project budgets
  • Ensure alignment between Luci bid sheets (populated by the Project Director), contracts, Luci resourcing tools (Harvest/Forecast), and overall project budgets
  • Create and maintain project schedules (both internal and overall project in coordination with partners)

Invoicing

  • Track, execute, and manage invoicing for clients, subcontractors, and freelancers

Resource Coordination

  • Assess and coordinate resources needed with the Project Director and department heads
  • Manage resources required to meet contractual objectives
  • Utilize and maintain Harvest + Forecast resourcing tools
  • Monitor the financial health of the project and collaborate with the Project Director as needed to adjust processes to remain within the overall financial plan established through contracting

Communication and Organization

  • Employ industry best practices and standards
  • Identify and flag potential risks in current or future phases
  • Provide detailed project updates to various stakeholders as necessary
  • Ensure exhibit deliverables comply with contractual obligations
  • Facilitate internal and external coordination meetings effectively, including follow-up on action items
  • Document and track client directives
  • Document and track all Luci and subcontractor project-related designs and coordination
  • Assist the Project Director in managing client expectations
  • Travel as required
  • Responsible for creating and maintaining internal and external project documentation
  • Such as (but not limited to based on SOPs for roles and responsibilities): schedules, budgets, master tracking documents, agendas/notes
  • Manage all material samples, graphic proofs, and shop drawings during the fabrication phase
  • Exhibit excellent written and verbal communication skills
  • Be a strategic and conceptual thinker, capable of articulating unique ideas quickly and effectively
  • Possess strong knowledge of MS Office (Excel, Outlook, Word, PowerPoint), Adobe Creative Suite, and Google tools

Quality Assurance

  • Serve as the main point of contact for the transition from design to build
  • Ensure quality control of contractual and technical aspects of design deliverables
  • Review and provide detailed feedback or direction on all project deliverables
  • Ensure quality control of fabricated elements based on design intent
  • Conduct shop drawing reviews
  • Maintain attention to detail and accuracy for all documentation created, tracked, or submitted

Desired Qualifications:

  • 7-10 years of experience in a museum or cultural institution, design agency, live entertainment, theatre production, or a related field, with at least 7 years in a project management role
  • In-depth knowledge of content, 2-D, and 3-D departmental functions related to project work
  • Strong attention to detail, accuracy, and quality control
  • Excellent written and verbal communication skills
  • Proficient in MS Office (Excel, Outlook, Word, PowerPoint) and Adobe Creative Suite
  • Familiarity with project management software for handling multiple projects
  • Ability to develop design services estimates is a significant advantage
  • Familiarity with project phases from design to execution
  • Basic financial and cost management skills are essential

Work Environment:

Luci Creative consists primarily of local staff with a hybrid work schedule that includes both in-person and remote work options.

Luci Creative is a woman-owned, full-service experience design agency dedicated to assisting leading corporations and cultural institutions worldwide. Our integrated approach enables us to manage all aspects of a project from concept through design and construction. We collaborate closely with our partners as one cohesive team to anticipate, mitigate, and resolve project challenges, guided by our core values: Collaboration, Advocacy, and Spark.

We actively encourage and welcome applicants from diverse backgrounds with a variety of professional and educational experiences. We are an Equal Opportunity Employer.

  • Lead Project Coordinator

    2 weeks ago

    Lincolnwood, Illinois, United States Luci Creative Full time

    Principal Project SupervisorThe Principal Project Supervisor will expertly manage the implementation of our museum and experiential design initiatives from inception to completion. You will possess extensive knowledge of the exhibit design development lifecycle, execution methodologies, and the unique requirements and challenges faced by our clients and...

  • Lean Manufacturing Project Manager

    7 days ago

    Lincolnwood, Illinois, United States Mauser Packaging Solutions Full time

    Job Title: Lean Manufacturing Project ManagerMauser Packaging Solutions, a leading provider of innovative packaging solutions, is seeking a highly skilled Lean Manufacturing Project Manager to drive business improvement.Key Responsibilities:Develop and execute specific Operational Excellence projects to drive business improvementLead and facilitate...

  • Music Program Coordinator

    2 weeks ago

    Lincolnwood, Illinois, United States Assyrian Cultural Foundation Full time

    The Assyrian Cultural Foundation (ACF) is a dedicated non-profit entity that draws inspiration from Assyrian heritage, aiming to foster connections between traditions and generations through a variety of programs.ACF is on the lookout for a Music Program Coordinator who is enthusiastic, knowledgeable, and well-versed in the realm of music. This position will...

  • Music Program Coordinator

    2 weeks ago

    Lincolnwood, Illinois, United States Assyrian Cultural Foundation Full time

    The Assyrian Cultural Foundation (ACF) is a dedicated non-profit organization that celebrates Assyrian heritage, fostering connections between diverse traditions and generations to cultivate a more unified community through various initiatives.ACF is on the lookout for a Music Administration Manager who possesses enthusiasm, expertise, and a solid background...

  • Head of Marketing and Lead Generation

    2 weeks ago

    Lincolnwood, Illinois, United States Jobot Full time

    Vice President of Marketing, Lead Generation Role OverviewThis opportunity is hosted by Jobot.Compensation: $160,000 - $185,000 annuallyAbout the Company:Our client is dedicated to every facet of home renovation projects. The organization integrates architecture, engineering, construction, interior design, procurement, and financing into a unified approach....

  • Marketing Vice President, Lead Acquisition

    2 weeks ago

    Lincolnwood, Illinois, United States Jobot Full time

    Vice President of Marketing, Lead Generation OpportunityThis position is hosted by Jobot.Salary: $160,000 - $185,000 per yearAbout the Company:Our client integrates all facets of home renovation projects, including architecture, engineering, construction, interior design, procurement, and financing, into a seamless process. By designing what they build and...

  • Chief Marketing Officer, Lead Generation

    2 weeks ago

    Lincolnwood, Illinois, United States Jobot Full time

    Vice President of Marketing, Lead Generation Role OverviewThis opportunity is hosted by Jobot.Compensation: $160,000 - $185,000 annuallyAbout the Company:Our client’s philosophy integrates every facet of a home renovation endeavor. The organization merges architecture, engineering, construction, interior design, procurement, and financing into a unified...

  • Project Manager

    2 days ago

    Lincolnwood, Illinois, United States Omega Dynamics Full time

    About the RoleWe are seeking a highly motivated and experienced Construction Manager to join our team at Omega Dynamics. As a Construction Manager, you will be responsible for managing activities on construction sites in northern Germany, ensuring that projects are completed on time, within budget, and to the highest quality standards.Key...

  • Youth Sports Development Coordinator

    4 days ago

    Lincolnwood, Illinois, United States i9 Sports NE Cook County IL Full time

    Job SummaryThe Sports Coordinator is a key role at i9 Sports NE Cook County IL, responsible for enhancing the overall sports experience for players and coaches. This position requires building strong relationships with players, parents, and coaches while ensuring the instructional aspects of the i9 Sports Experience are delivered.Key ResponsibilitiesEmpower...

  • Executive Vice President of Marketing

    7 days ago

    Lincolnwood, Illinois, United States Jobot Full time

    Vice President of Marketing, Lead Generation Role OverviewThis opportunity is hosted by Jobot.Compensation: $160,000 - $185,000 annuallyAbout the Company:Our client integrates various facets of home renovation, encompassing architecture, engineering, construction, interior design, procurement, and financing into a unified approach. By designing what they...

  • Studio Operations Specialist

    7 days ago

    Lincolnwood, Illinois, United States Luci Creative Full time

    The Studio Operations Specialist at Luci Creative plays a crucial role in facilitating the seamless functioning of both the studio and operational teams. This position is essential for providing vital administrative support, enhancing reporting capabilities, and managing resources to ensure efficient operations. The ideal candidate will demonstrate...

  • Studio Operations Specialist

    7 days ago

    Lincolnwood, Illinois, United States Luci Creative Full time

    The Studio Operations Specialist at Luci Creative plays a crucial role in supporting both the studio and operations teams. This position encompasses vital administrative support, the development and maintenance of reporting systems, and resource management to facilitate seamless operations. The ideal candidate will demonstrate outstanding organizational...

  • Senior Vice President of Marketing

    2 weeks ago

    Lincolnwood, Illinois, United States Jobot Full time

    Vice President of Marketing, Lead Generation Role OverviewThis position is an exciting opportunity for a seasoned marketing professional to lead the marketing initiatives of a dynamic organization.Compensation: $160,000 - $185,000 annuallyAbout the Company:Our client is dedicated to transforming home renovation projects by integrating architecture,...

  • Restaurant Operations Manager

    2 days ago

    Lincolnwood, Illinois, United States Stefani Prime Full time

    Job OverviewStefani Prime is seeking a seasoned Restaurant Operations Manager to lead our high-volume restaurant to success. As a key member of our management team, you will be responsible for driving sales growth, improving customer satisfaction, and maintaining a positive work environment.Key ResponsibilitiesStrategic Planning: Develop and implement a...

  • Sports Development Manager

    4 days ago

    Lincolnwood, Illinois, United States i9 Sports NE Cook County IL Full time

    Job SummaryThe Sports Coordinator is a key role in enhancing the i9 Sports Experience for players and coaches. This position requires building relationships with players, parents, and coaches while ensuring the instructional aspects of the i9 Sports Experience are delivered. Observing, assessing, and assisting our coaches is paramount. The position entails...

  • Clinical Specialist

    7 days ago

    Lincolnwood, Illinois, United States Ambitions Full time

    BCBA / Board Certified Behavioral AnalystAmbitions ABA Illinois is a leading provider of in-home Applied Behavior Analysis (ABA) therapy and support services. Our organization is dedicated to delivering high-quality services that make a meaningful difference in the lives of our clients.Job SummaryWe are seeking a highly skilled and experienced BCBA to join...

  • Pediatric Physical Therapist

    2 days ago

    Lincolnwood, Illinois, United States North Shore Pediatric Therapy Full time

    About the RoleWe are seeking a highly skilled and compassionate Pediatric Physical Therapist to join our team at North Shore Pediatric Therapy. As a member of our interdisciplinary team, you will work closely with Speech Language Pathologists, Occupational Therapists, Mental Health Practitioners, and other healthcare professionals to provide comprehensive...

  • Experienced Construction Professionals Wanted

    2 weeks ago

    Lincolnwood, Illinois, United States Generations Healthcare Network Full time

    Job OverviewGenerations Healthcare Network is on the lookout for dedicated Construction Professionals to become part of our esteemed Construction Team.*Immediate and Permanent Positions Available*Full-Time Schedule: 8am-4:30pm, Monday to Friday - $22 to $27 per hour, based on experience - Candidates must be open to travel between various facilities and...

  • Pastry Cook I

    13 hours ago

    Lincolnwood, Illinois, United States Food For Thought (Chicago) Full time

    Job SummaryAs a Pastry Cook I at Food For Thought (Chicago), you will be responsible for preparing all pastry products in accordance with our high standards and recipes. You will work in a fast-paced kitchen environment, preparing pastries, baked goods, and confections for our customers.ResponsibilitiesPrepare all pastry items in accordance with standard...

  • Residential Property Consultant

    2 weeks ago

    Lincolnwood, Illinois, United States Sohail Real Estate Group Full time

    If you are a humble individual with a strong work ethic, a solution-oriented mindset, and a passion for continuous learning, you may find a rewarding opportunity with the vibrant team at Sohail Real Estate Group. Our team thrives on a positive outlook, believing that challenges are merely opportunities waiting to be seized. At Sohail Group, we present a...