Project Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee project intake, scheduling, and traffic management to guarantee that creative, digital, and production tasks are prioritized, allocated, and completed according to set timelines.

• Track and manage resource allocation plans for craft specialists, proactively identifying capacity limitations, overallocation risks, scheduling conflicts, and opportunities for optimization.

• Provide visibility into project status by monitoring milestones, deadlines, dependencies, and resource commitments while alerting key stakeholders about potential risks, delays, or bottlenecks.

• Develop and suggest alternative staffing and workflow strategies to accommodate crisis communications, expedited timelines, high-priority client demands, and unforeseen resource challenges.

• Support Project Managers in gathering and organizing project requirements, assets, approvals, and supporting documentation from internal teams, clients, and external partners to ensure projects progress smoothly.

• Actively engage in resource planning and stand-up meetings, providing insights on upcoming demands, staffing requirements, project prioritization, and workload distribution across teams.

• Maintain project records and workflow systems (e.g., Wrike, Microsoft Teams, SharePoint, or other project management platforms) to ensure data is accurate, current, and actionable.

• Assist in ensuring that integrated projects adhere to established workflow requirements and governance standards, including proper scoping, documentation, routing, approvals, and archiving procedures.

• Monitor project progress against key timelines and delivery commitments, escalating issues and recommending corrective measures when project objectives are jeopardized.

• Gather estimates, proposals, and timelines from external vendors, freelancers, and production partners, ensuring deliverables meet project specifications, budgets, and quality standards.

• Coordinate the activities of third-party vendors and freelancers, managing timelines, deliverables, communication, contracts, and performance expectations throughout project execution.

• Review vendor and freelancer invoices for accuracy, reconcile project-related expenses, address discrepancies, and collaborate with finance teams to ensure timely processing.

• Assist the Creative Director with financial management documentation.

• Build and maintain strong relationships with vendor and freelancer partners, ensuring reliable service, quality output, responsiveness, and cost-effectiveness.

• Utilize project management technologies, automation tools, and AI-driven solutions to streamline administrative tasks, enhance reporting accuracy, improve resource visibility, and boost overall team productivity.

• Contribute to continuous improvement efforts by documenting best practices, supporting onboarding and training initiatives, and aiding in the standardization of project management processes across the organization.

⛳️ Requirements

• A minimum of 1-3 years of experience in an integrated marketing agency or a related field.

• Strong grasp of design principles and integrated marketing communications.

• Proficient in MS Office software and familiar with project management tools; prior experience with Wrike is advantageous.

• Excellent problem-solving abilities, strong verbal and written communication skills, proven track record of meeting deadlines, exceptional organizational skills, and capability to manage multiple projects independently in a fast-paced environment.

• Proficiency in juggling multiple projects simultaneously under tight deadlines.

🏝️ Benefits

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