Projects & Staff Planner

Project Manager: Projects & Staff Planner

Job Description

We are seeking a Projects & Staff Planner with experience in scheduling, staffing, or project management within an architecture firm. The ideal candidate will have knowledge of AIA contracts and experience with Deltek.

Responsibilities

• Develop, maintain, and manage firm-wide project staffing plans based on project scope, schedules, and staffing availability.
• Collaborate with Principals, Project Managers, and Studio Leads to forecast staffing needs and allocate architectural staff across projects.
• Monitor workload distribution, utilization, and capacity to ensure efficient and sustainable staffing.
• Adjust staffing plans proactively in response to project changes, deadlines, or new business.
• Support hiring forecasts by identifying staffing gaps and future resource needs.
• Serve as a point of contact for project-related client communication, particularly around staffing, schedules, and contractual items.
• Coordinate project kickoff logistics, staffing confirmations, and internal handoffs.
• Support project managers with scope alignment, staffing assumptions, and schedule updates.
• Maintain clear documentation related to project staffing commitments and client expectations.
• Assist with the preparation, coordination, and tracking of client contracts, amendments, and agreements.
• Work closely with Principals and Business Development to support contract execution, renewals, and revisions.
• Ensure project staffing plans align with contractual scope, fee structures, and timelines.
• Maintain organized records of contracts and key project documentation.
• Partner with leadership to improve staffing processes, tools, and reporting.
• Generate staffing and project reports to support leadership decision-making.
• Support firm-wide planning initiatives, including long-range staffing and growth strategies.
• Help standardize staffing and project coordination best practices across studios or offices.

Essential Skills

• Bachelor’s or Master’s degree in Architecture or a related field.
• 3+ years of experience in an architecture firm, with exposure to multiple project phases.
• 3 years of project management experience.
• Strong understanding of architectural project workflows, roles, and staffing needs.
• Experience working closely with Project Managers and Principals.
• Excellent organizational, communication, and interpersonal skills.
• Comfortable working with contracts, schedules, and multiple stakeholders.

Additional Skills & Qualifications

• Experience in project staffing, resource planning, operations, or practice management.
• Familiarity with AIA contracts and architectural fee structures.
• Proficiency with staffing or project management tools (e.g., Deltek Ajera, Unanet, MS Project, or similar).
• Licensure or progress toward licensure is a plus but not required.

Work Environment

The firm comprises 40-50 people between New York and San Francisco. Candidates with experience in facades, curtain wall systems, building science, and construction-phase involvement are valued. The work structure is different from larger multidisciplinary firms, allowing for unique project collaboration. This is an in-office position with the option of one remote day per week, working from 9 am to 6 pm.

Job Type & Location

This is a Contract position based out of New York, NY.

Pay And Benefits

The pay range for this position is $75000.00 - $100000.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in New York,NY. Application Deadline This position is anticipated to close on Mar 19, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email [email protected] for other accommodation options.