PROJECTS & STAFF PLANNER - New York

Company: Heintges Consulting Architects & Engineers
Location: New York City
Posted on: April 1, 2026

Job Description:

Have you managed projects at an architecture or engineering firm? Are you interested in strategic operations at a high-quality design practice? Are analysis and communication your strong suits? The Projects & Staff Planner works with our Project Managers and Principals in crafting and updating plans for all design projects. This strategic role also provides contract review & maintenance, anticipates hiring needs, analyzes and initiates improvements, and provides training on best practices. Responsibilities: Analyze resource planning across all projects, with an eye towards improvement. Develop awareness of each architect’s and engineer’s skills, commitments, and interests through daily communication. Work with individual Project Managers (PMs) and Principals in crafting project plans. Forecast cross-project overlaps (“synergies”) and conflicting demands (“perfect storms”) to keep PMs aware of workflows on other projects impacting their teams. Respond effectively to changes by working with PMs to adjust project plans. Coach, mentor, and train PMs in scheduling methods. Run bi-weekly staffing meetings to present information simultaneously to all Principals. Create graphics and narratives to effectively summarize issues. Keep track of proposal approvals, update database and the project plan accordingly. Anticipate when a project team requires additional resources and when a new project is likely to start. Alert hiring team about needs exceeding current staff. Support PMs and Business Team with client communication on projects’ status such as ASRs and client payments. Assist Business Team with internal transaction reviews and reconciliations. Review contracts with legal and insurance advisors. Ensure execution of a contract’s final version. Respond to client communication regarding contracts and certificates of insurance. Make recommendations when additional planning tools are needed. Qualifications: Bachelor's degree in architecture or engineering. Minimum of 3 years of PM experience at an architecture or engineering practice. Experience with project scheduling a plus. Strong knowledge of pre-design, design, and construction administration phases, along with the work involved in each phase. Knowledge of AIA contracts and other formats. Proficiency in Ajera and/or Deltek, or other integrated practice management platforms. Proficiency in MS Office applications and Zoom. Exceptional attention to detail and accuracy. Ability to work in a cross-functional, collaborative environment, to motivate and build trust among colleagues. Demonstrated organizational and multitasking abilities. Active listening skills and effective communication, with a good sense of perspective. A “can-do” attitude and effective problem-solving skills. This position is in-person, in office, with option for one flex day per week. Heintges Consulting Architects & Engineers are committed to the realization of innovative building enclosures which meet the highest levels of sustainability and performance. We maintain a broad portfolio of impactful projects worldwide including art museums, cultural centers, academic and government buildings, and supertall towers. Our work is guided by a shared commitment to quality, as our talented professionals collaborate with clients and contractors to deliver exemplary projects. Our firm is privately owned by employees and is a certified WBE. Without external investors, success is driven by employee participation and happiness. At Heintges we are focused on cultivating a supportive office environment of positivity, respect, professionalism, sharing of information, and good work-life balance. Generous benefits include paid time off, medical/dental, 401k, profit sharing, cell phone reimbursement, annual budget for external professional development, weekly staff lunches, and team-building gatherings Salary Range: $85,000 – 100,000 annually, depending on skills, experience, and education.

Keywords: Heintges Consulting Architects & Engineers, Plainfield , PROJECTS & STAFF PLANNER - New York, Executive , New York City, New Jersey