Project Coordinator - Industrial Color Extended

We are looking for a project coordinator to partner with our client, a luxury beauty brand. This project coordinator is a pivotal support role within the Store Design team, sitting at the intersection of design operations, project management, and design. Reporting to the Manager of Operations and dotted lined into the VP of Store Design, you will serve as their strategic right hand, providing a unified, real-time view across all Luxe brands in the US market. This role is ideal for a highly organized professional with a creative and design background, who thrives on bringing structure to complexity, partnering with cross-functional teams, and enabling design excellence at scale. This role operates in a hybrid model with 2-3 days onsite in midtown Manhattan.

In this role, you will be the connective tissue of the Store Design team, bridging brand teams, finance, vendors, and leadership with clarity and precision. You will support and help creating, and maintaining the project tracking ecosystem across all US Luxe brands, ensuring project status, vendor, budget, and timelines are visible and actionable at a glance.

Supporting the Manager of SD Operations and partnering daily with the VP, AVPs, Directors and the design teams, you will keep information accurate and up to date. Simultaneously, you will support and help creating and managing a budget tracker covering Capital Expenditure (CapEx) and purchase orders.

On the financial operations side, you will support the SD Operation Manager tracking the Capital Expenditure Requests (CERs) initiated by the team and own the process from that point forward: opening Purchase Orders, tracking actuals against budget, and ensuring all financial data is current and accurate across brands. The role also has a design component, to be a flexible designer talent, able to support the team with ad-hoc projects.

In this role you will:

• Support building, managing and continuously improving a centralized project tracker covering all Store Design projects across brands, capturing project status, phase, vendor, timeline, and key milestones
• Partner with the leaders and design teams to ensure data accuracy and flag risks or delays proactively
• Support the creation of presentation materials, project recaps, and status updates for leadership
• Provide Budget and Financial Tracking support
• Support developing and maintaining a comprehensive budget tracker for all Store Design projects, covering CapEx allocations, POs, bill backs, chargebacks, and surplus management
• Track CERs initiated by the Store Design team and own the downstream process: opening Purchase Orders, tracking actuals, and managing close activities
• Support vendor relationships across the Store Design portfolio
• Assist with new vendor onboarding, contract management, and account modifications
• Track and reconcile vendor invoices and purchase orders; support monthly close activities
• Help manage additional store design financial flows including photography, merchandising, and maintenance-related costs
• Flex design support for ad-hoc projects, requiring floorplan execution, 3D renderings and design skills

• Bachelor's degree required Architecture, Interior Design/Design, Business, or a related creative field preferred
• 2–4 years of experience in design and project coordination, creative operations, or a similar role, in a related creative environment
• Some exposure to financial processes (budgets, purchase orders, invoicing) is a plus and willingness to learn and grow in this area is equally valued
• Creative background or sensibility: ability to understand design intent and communicate effectively with design teams
• Experience supporting multiple projects (multi-tasking) or workstreams simultaneously, with strong attention to detail
• Strong communication and interpersonal skills; comfortable working with diverse teams and stakeholders across brands
• Proficiency in Microsoft Office (Excel, PowerPoint, Sharepoint essential); familiarity with project management tools (Smartsheet, or similar) a plus
• Proficiency in Adobe Suite, AutoCAD and SketchUp
• Highly organized, proactive, and solutions-oriented, with the ability to manage competing priorities in a fast-paced environment: handle multiple projects and ability to adjust to pressing priorities
• Experience in a US retail or luxury brand environment is a plus
• Ability to communicate quickly, clearly, and effectively across multiple departments

The anticipated salary range for this role is $70,000 - $80,000 annually. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience, and skills relative to the defined job requirements.

This is a hybrid role requiring flexibility to work in-office and remotely. Evening or weekend work may occasionally be required during major projects.

We offer a competitive benefits package including major medical, dental and vision insurance, FSA, HSA, and employee discounts.

Industrial Color is a division of CoCreativ, a family of integrated creative production companies. Industrial Color partners with top brands, agencies, and creative professionals providing a full range of essential production services. For over 30 years, we've led the industry through a culture of innovation, bringing state-of-the-art digital production and post-production solutions to our clients.

Our headquarters is based in Tribeca, NY, with offices in Los Angeles and studios in Brooklyn and Los Angeles. Our clients include: L'Oreal, Publicis, Procter & Gamble, Tommy Hilfiger, Absolut Vodka, Nike, Estee Lauder, Amazon...