Project Coordinator

The Project Coordinator will be responsible for working closely with the project delivery teams to input and maintain project-related information in our internal and external systems. This role will be discipline-agnostic and will work closely with all project Stakeholders, including but not limited to project designers, Team Leads, operations, and executive leadership, to organize, maintain, and complete project-related administration tasks.

About HFA – Employee Owned. People Powered.

HFA is a 100% employee-owned multidisciplinary architectural, engineering, and interior architecture firm who thrives in a people-first environment. Employee ownership isn’t just a structure – it’s a mindset that fuels everything we do. This mindset empowers us to think beyond our roles, pushing us to find innovative solutions that strengthen our client relationships and deepen our connections with our people internally. We believe that our people are our greatest asset which aligns with our culture code: We aspire to be a people-first culture of empowerment where talent thrives.

The ownership mindset also means that every team member is personally invested in the success of our projects and clients. This approach ensures that every decision aligns with our purpose: Leading our clients to fulfill their vision while building lasting partnerships.

With our focus on our people, we offer competitive salaries and a comprehensive benefits package including medical, dental, vision, disability, and life insurance, a 401(k) with company match, an employee stock ownership plan (ESOP), and a flexible work schedule. We provide our team members with professional development opportunities and learning stipends to pursue professional growth, and we take any chance we can get to recognize and reward our people for their amazing work.

Job Responsibilities/Duties include but not limited to:

• Populate and maintain project-related information in both internal, including but not limited to Enterprise Resource Planning (ERP) and external systems.
• Work closely with the project teams to organize and create and maintain project schedules, tasks, resourcing, tracking of project information including construction related RFIs and submittals, and project budgeting.
• Organize reporting and information-access needs for teams to focus on mastering their craft and to support the evaluation of success of projects, programs, and studios.
• Monitor and groom project and task progress and provide effective communication to aid the execution teams with ensuring success.
• Work closely with the team leadership to ensure all project administration tasks (as assigned) are completed (e.g. Proposals, Project Setup, Projections, Invoicing, Reporting, Submittals, RFIs, etc.)
• Work closely with the Operations team to understand, promote, and train organization-wide initiatives, policy, guidelines, technologies, and recommendations to the team.
• Provide direct support to the Project Leadership.
• * Coordinate proposal administration, fee requests, and fee authorizations, including tracking outstanding requests and following up with appropriate stakeholders to support timely processing and approvals.
• * Support project financial administration, including the creation and maintenance of billing codes associated with project revisions, additional services, and changes in scope.
• * Coordinate the receipt, review, organization, and distribution of project documentation, including information received from outside consultants, RFI and submittal attachments, bid questions, and documents requiring upload to client portals.
• * Maintain and coordinate project-related information across internal tracking tools, ERP platforms, and external client systems, including the transfer of information between systems and assignment of project personnel within client platforms.
• * Support project communications and administrative coordination, including maintaining Architect of Record (AOR) information and project notes, responding to routine project-related inquiries, and directing questions to appropriate project team members.

Management Requirements: None Required

Experience Requirements: 5+ Years in Project Management or Project Administration (preferred)
Education Requirements: High School Diploma or Equivalent
Licensure Requirement: None Required