Project Coordinator

Role Overview

• Support accounts team to ensure projects are delivered on time and on budget/hours
• Traffick, manage, assign, and communicate/coordinate tasks clearly and with strategic thinking through the CRM or other forms of communication with our staff
• Produce excellent documentation, including SOWs, timelines/schedules, and gantt charts
• Ongoing management of retainer time, project-based projections, and scope of work
• Assist in client meetings when needed and manage agendas and notes/meeting recaps
• Improve operational systems, processes, and best practices for the accounts department
• Ensure projects are on-point and on time and maintain daily/weekly status reports
• Ensures all deliverables (internal, client, and partners) are accurate, on time, and routed through the appropriate departments for approvals
• Develop and manage all assigned project timelines (from internal kick-offs and regular external touchpoints) to keep the team on time with workflow and deliverables (traffic control)
• Adjust daily for timeline changes and ensure capacity is available for execution of said changes to inform Account Managers and Leadership
• Forecast, track, manage, and fulfill project budgets/hours, Pos, and invoices from beginning to end
• Assist in managing, coordinating, and scheduling meetings that arise for the departments when necessary
• Continually formulate strategic and operational objectives and processes to meet and exceed agency growth and operational changes
• Examine financial data and keep a log of invoice schedules (monthly, annually, and project-based scope installments)
• Develop and maintain on-boarding procedures and documents for the all-agency hires, including scheduling and managing the initial three-month hire period
• Ensuring that all aspects of agency work and communication are of superior quality and are conducted in accordance with agency processes and procedures
• Shepherd, develop, and maintain agency policies and procedures (i.e. project charters, creative briefs, media briefs, client intake documents, onboarding documents, employee guides, etc.)
• Undertake administrative tasks (i.e. ordering supplies, planning company events, etc.)
• Proofing and reviewing agency documents throughout the week for consistent and uniform language
• Work closely with the accounts department and help workflow continue in a proper setting
• Pay close attention to detail and be able to multi-task across various channels
• Serve as a coach to the agency team, mitigating challenges, removing roadblocks, and identifying opportunities for the team to produce the highest caliber work possible (not to create more problems). The role requires flexibility, organization, and the ability to navigate ambiguity and deadlines under pressure and conflicting requests . Must have empathy and the ability to represent the client’s perspective.
• Solutions Driven and forward-thinking ALWAYS.

Requirements

• 2+ years of experience in marketing; advertising agency experience preferred
• Bachelor’s degree in mass communication, business administration, or marketing preferred
• A background in advertising, marketing, and communications is a plus
• Excellent written and oral communication skills
• Commitment to working in a team-based environment
• A keen attention to detail and budgetary restraints
• Full awareness of creative processes and techniques – including digital platforms
• Strong strategic, analytical, and organizational skills and the ability to multi-task across multiple platforms and projects
• A proactive attitude, willingness to learn and take initiative
• The ability to work under pressure and tight timelines and assimilate large quantities of information quickly while maintaining attention to detail, drive, and flexibility
• Resilience to enable you to deal with problems and constructive criticism
• Technologically savvy and up to date in all of the latest trends in your area of expertise
• Superior knowledge of CRM management programs.
• Google and Microsoft Office and Outlook/Outlook Calendars
• Ability to travel, if/when necessary (although very minimal, if at all)

Benefits

• Competitive salary
• Paid Holidays
• Paid vacation
• Sick leave
• Flexible schedule
• Remote work opportunitie
• Continuing education
• Casual dress code
• Amazing work environment
• Room for growth within the agency service s
• Generous Healthcare Benefits including 80% monthly premium covered by SASSO
• SASSO 100% covers monthly premium for Dental & Vision
• SASSO provides $50k Life AD&D at no charge to employee
• 401K Program plus Employee Match
• Additional optional benefits
• Flexible lunch schedule
• Team building events