Project Coordinator, Operations

Chicago, IL
Full Time
Mid Level

Location: Chicago, IL, On-Site
Reports to: COO, WNDR Global
Compensation: $42,850-$73,3350

SUMMARY

The Project Coordinator, Operations plays a critical role in supporting the COO with strategic and operational initiatives across multiple WNDR locations. This position will manage a mix of operational and creative projects while ensuring seamless coordination between internal and external stakeholders.

The ideal candidate is highly organized, proactive, and thrives in a fast-paced, creative environment. Experience in museums, exhibitions, theme parks, or performing arts is strongly preferred. This role requires the ability to own projects from inception to completion, including managing scope, timelines, stakeholder communications, and execution.

KEY RESPONSIBILITIES

Operational & Strategic Support

  • Assist in developing and executing operational projects, including ticketing strategy, operations, forecasting, and strategic planning.
  • Collaborate with cross-functional teams to ensure alignment on business initiatives.
  • Support data collection, analysis, and reporting to drive informed decision-making.

Studio & Project Execution

  • Lead and own assigned projects from initial concept to full execution, including defining scope, developing timelines, and managing key milestones.
  • Utilize AutoCAD, SketchUp, Vectorworks, or similar programs to produce technical drawings for vendors and internal stakeholders.
  • Coordinate projects related to the WNDR Studio, including managing RFPs, writing scopes of work, handling contracts, and overseeing sourcing and procurement.
  • Facilitate negotiations, shipping logistics, and deliveries to ensure project milestones are met.
  • Provide limited support for physical fabrication, ensuring compliance with scope, timeline, and budget constraints.

Executive Support & Coordination

  • Handle expense reconciliation and budget tracking for the Executive Office and assigned Studio projects.
  • Schedule meetings on behalf of the Executive Office and Studio and ensure necessary materials are prepared in advance.
  • Attend meetings in the COO’s absence, take detailed notes, and provide comprehensive debriefs.
  • Coordinate follow-ups and action items across teams to maintain momentum on key initiatives.

QUALIFICATIONS & EXPERIENCE

  • 3+ years of experience in project coordination, operations, production, or a related field.
  • Preferred industry experience in performing arts, exhibitions, theme parks, or museums.
  • Strong organizational skills with the ability to manage multiple projects simultaneously.
  • Proven experience managing projects from inception to completion, including scope definition, timeline management, and execution.
  • Proficiency in AutoCAD, SketchUp, Vectorworks, or similar programs with the ability to produce technical drawings for vendors and internal teams.
  • Experience with contracts, procurement, RFPs, and vendor negotiations is a plus.
  • Strong analytical and problem-solving skills.
  • Excellent communication and stakeholder management abilities.
  • Experience with lighting design, scenic design, and/or audio design is highly desirable.
  • Proficiency in project management tools (e.g., Monday.com, Smartsheet) is a plus.

WNDR Museum warmly welcomes people of all ages, identities, ethnicities, beliefs, religions, and backgrounds to join our team. WNDR Museum is an equal opportunity employer, fully committed to achieving an inclusive and diverse workplace and we strongly encourage nontraditional candidates to apply. We hold ourselves to our commitment and continuously strive to attract, engage, and grow with our talented team.
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