Project Coordinator

About the role

The Project Coordinator supports the successful planning, resourcing, and execution of integrated client projects across craft (creative, digital, video, and production) pods. This role serves as a central point of coordination between project management, client service, craft specialists, vendors, and freelancers to help ensure projects are appropriately staffed, prioritized, and delivered on time.

Responsibilities

• Facilitate project intake, scheduling, and traffic management to ensure craft (creative, digital and production) work is prioritized, assigned, and delivered according to established timelines.
• Monitor and maintain resource allocation plans for craft specialists, proactively identifying capacity constraints, overallocation risks, schedule conflicts, and opportunities to optimize utilization.
• Provide project status visibility by tracking milestones, deadlines, dependencies, and resource commitments while communicating potential risks, delays, or bottlenecks to key stakeholders.
• Develop and recommend alternative staffing and workflow solutions to support crisis communications, expedited timelines, high-priority client needs, and unexpected resource challenges.
• Assist Project Managers with collection and organization of project requirements, assets, approvals, and supporting documentation from internal teams, clients, and external partners to ensure projects can progress without delay.
• Actively participate in resource planning and stand-up meetings, contributing insights on upcoming demand, staffing needs, project prioritization, and workload balancing across teams.
• Maintain project records and workflow systems (e.g., Wrike, Microsoft Teams, SharePoint, or other project management platforms) to ensure project data is accurate, current, and actionable.
• Help ensure integrated projects meet established workflow requirements and governance standards, including proper scoping, documentation, routing, approvals, and archive procedures.
• Track project progress against key timelines and delivery commitments, escalating issues and recommending corrective actions when project objectives are at risk.
• Obtain estimates, proposals, and timelines from external vendors, freelancers, and production partners, ensuring deliverables align with project requirements, budgets, and quality expectations.
• Coordinate third-party vendor and freelancer activities, managing timelines, deliverables, communications, contracts, and performance expectations throughout project execution.
• Review vendor and freelancer invoices for accuracy, reconcile project-related expenses, resolve discrepancies, and coordinate with finance teams to ensure timely processing.
• Assist Creative Director with financial management documentation.
• Cultivate and maintain strong relationships with vendor and freelancer partners, ensuring reliable service, quality output, responsiveness, and cost efficiency.
• Leverage project management technologies, automation tools, and AI-enabled solutions to streamline administrative tasks, improve reporting accuracy, enhance resource visibility, and increase overall team productivity.
• Contribute to continuous improvement initiatives by documenting best practices, supporting onboarding and training efforts, and helping standardize project management processes across the organization.

Qualifications

• Minimum of 1-3 years of integrated marketing agency and/or related experience.
• Strong understanding of design and integrated marketing communications.
• Proficient in MS Office software and familiar with project management software – prior experience with Wrike a plus.
• Excellent problem-solving skills, good verbal and written communications skills, proven ability to meet deadlines, excellent organizational skills, and ability to juggle multiple projects and work independently in a fast-paced office.
• Ability to juggle multiple projects simultaneously under tight deadlines.