Delivery Operations Coordinator

Overview

About Us Lumenci is a cutting-edge legal tech startup founded by IIT alumni to revolutionize the legal and intellectual property (IP) industry in the U.S. and Europe. We collaborate with top technology firms, law practices, and startups to help them protect, manage, and monetize their intellectual property assets.

The Delivery Operations Coordinator acts as the operational hub for our US delivery teams, matching people to projects, monitoring utilization, and keeping meetings, schedules, and follow-ups on track. You will work behind the scenes to make our work run smoothly while building experience to step into larger delivery operations and program management responsibilities.

• Staffing & Resource Management
• Coordinate staffing, resource allocation, and project management across multiple concurrent projects, balancing capacity, workload distribution, and project requirements in partnership with the VP of Delivery and team leads.
• Maintain and publish weekly staffing schedules, utilization views, and simple capacity planning snapshots for leadership review.
• Track team bandwidth, identify resource constraints or conflicts early, and flag them with clear, data‑driven options to adjust staffing or timelines.
• Support project intake by logging new matters/projects, confirming scope, timelines, and required skills, and ensuring they are routed to the right delivery teams.
• Coordinate with HR and recruiting to communicate upcoming staffing needs and help keep hiring plans aligned with the project pipeline, without owning full recruiting strategy.
• Program & Delivery Support
• Support the end‑to‑end delivery lifecycle for assigned projects from initiation and planning through execution, monitoring, and closeout, with a focus on keeping plans, multi‑project scheduling, and status current.
• Monitor project status and key delivery operations metrics (e.g., staffing, timelines, risks) and surface issues early with clear, data‑informed reporting summaries rather than setting overall strategy.
• Maintain and refine process documentation, SOPs, and scheduling frameworks so that staffing and delivery workflows are clear, repeatable, and easy to follow.
• Collaborate with the VP of Delivery and project leads to support on‑time delivery and alignment with organizational objectives, acting as an operational partner and project coordinator.
• Operational Coordination
• Own scheduling and logistics for key delivery ceremonies and operational meetings (stand‑ups, planning sessions, reviews), ensuring agendas, attendees, and materials are ready in advance.
• Capture action items, owners, and due dates in meetings and follow up to ensure commitments are tracked through to completion.
• Keep shared calendars, trackers, and documentation organized and up to date so stakeholders have an accurate, real‑time view of projects, staffing, and pipeline hygiene.
• Help drive effective use of Microsoft 365 tools (Excel, Teams, SharePoint, Power BI) and other internal systems for collaboration, scheduling, and reporting, focusing on practical, day‑to‑day usage rather than designing enterprise‑wide systems.
• Contribute to incremental process improvement and tooling enhancements that improve visibility, dashboards, and reporting for delivery operations, rather than owning global PMO or enterprise strategy.

Required

• 3–5 years of experience in staffing coordination, delivery operations, project coordination, or a similar operations coordinator role with cross‑functional collaboration in a fast‑paced environment.
• Proven experience managing schedules, staffing/rosters, or project timelines and following up on tasks across multiple concurrent projects.
• Proficiency with Microsoft 365 (especially Excel for reports, trackers, and dashboards, plus Teams and SharePoint) and comfort working with data to create clarity.
• Strong organization, attention to detail, and follow‑through; you manage competing priorities and keep many moving pieces aligned and on time.
• Excellent communication and stakeholder‑management skills, with the ability to keep internal stakeholders across teams informed and coordinated.

Preferred

• Experience in legal…