We are seeking a highly organized and proactive Project Coordinator to provide critical operational support to the Project Director for a large-scale, high-volume creative delivery program. This is a hands-on position that requires exceptional attention to detail, a strong aptitude for structure, and the ability to manage complex interdependencies across multiple workstreams. The successful candidate will be integral to ensuring the seamless execution of creative asset production across various content types, including video, static, copywriting, digital, and social media.
Ideal candidates will work in US Timezones for the need on client accounts.
Core Responsibilities: Project Coordinator
To ensure clarity and effective collaboration, the responsibilities are delineated as follows:
Project Coordinator Responsibilities
The Project Coordinator is responsible for the day-to-day tactical execution, administrative precision, and operational support necessary to keep the program running smoothly.
- Project & Workstream Coordination:
- Coordinate and maintain detailed tracking of multiple concurrent creative workstreams from initial brief to final delivery.
- Monitor cross-functional team responsibilities, ensuring accountability for tasks and timely progress.
- Maintain up-to-date master project documentation, including timelines, deliverables, stakeholder maps, and dependencies.
- Be a custodian for Quality Assurance on deliverables.
- Track incoming briefs, assign unique identifiers, and monitor status through all rounds of amends, stakeholder feedback, and approvals.
- Administration, Documentation & Auditing:
- Conduct ongoing audits of content trackers, naming conventions, and asset lineage to ensure data accuracy and traceability.
- Own and maintain comprehensive project documentation, including:
- Creative brief logs
- Version control registers
- Change request logs
- Risk and issue logs (logging and tracking, not primary mitigation)
- Stakeholder decision records
- Content usage rights and expiry trackers
- Proactively identify and address any gaps in documentation or record-keeping.
- Meeting & Communication Support:
- Support in Scheduled calls, coordinate, and document recurring project meetings or meeting notes, creative stand-ups, stakeholder reviews, and delivery planning sessions.
- Capture detailed meeting minutes and action logs, ensuring follow-ups are assigned and tracked to closure.
- Prepare and distribute project communications (e.g., status updates, dashboards, resource plans, change notices) in a clear and consistent format as directed.
- Workflow & Process Enablement:
- Support the establishment and enforcement of structured workflows across all content types.
- Create and maintain internal process guides and checklists for team use.
- Assist in the implementation and maintenance of consistent file naming conventions, folder structures, and asset storage practices across cloud or Digital Asset Management (DAM) systems.
- Champion best practices and support the adoption of efficient tools and processes within the team.
- Stakeholder Coordination & Liaison:
- Liaise with external vendors, partners, or freelancers to ensure alignment with internal processes and timelines.
- Track stakeholder feedback across various rounds, ensuring responses are logged, prioritized, and actioned effectively.
- Maintain up-to-date stakeholder distribution lists and approval workflows.
The Project Coordinator will report to the Project Director
For Context below is a summary of the Project Director Responsibilities
The Project Director is ultimately responsible for the strategic oversight, program-level decision-making, risk management, and overall success of the creative delivery program.
- Strategic Oversight & Program Management:
- Define overall program strategy, objectives, and key performance indicators.
- Develop high-level program plans, roadmaps, and resource allocation strategies.
- Provide leadership and direction to the project team.
- Risk Mitigation & Issue Resolution:
- Identify, assess, and develop mitigation strategies for program-level risks.
- Lead the resolution of escalated issues and critical impediments to progress.
- Make key decisions regarding scope, schedule, and budget deviations.
- Stakeholder Management, Reporting & Communication:
- Manage relationships with key senior stakeholders, clients, and executive leadership.
- Communicate overall program status, progress, and critical issues to executive stakeholders.
- Present content or briefing decks for executive update, reports or governance forums.
- Team Leadership & Development:
- Provide guidance, mentorship, and support to the Project Coordinator and broader project team.
- Foster a collaborative and high-performing team environment.
- Budget & Resource Management:
- Oversee program budget planning, tracking, and forecasting.
- Approve resource allocation and manage overall program costs.
Required Skills & Experience
- Experience: 3-5 years of experience in a Project Coordinator, Project Administrator, or Project Manager role within a creative or content-heavy environment (agency or in-house).
- Project Management Acumen: Demonstrated ability to manage multiple fast-moving workstreams simultaneously, with exceptional task prioritization and follow-through.
- Attention to Detail: Impeccable attention to detail and a strong aptitude for clear, organized information.
- Technical Proficiency: Strong working knowledge of collaborative tools (e.g., Google Workspace, Microsoft Office Suite, Slack, Zoom) and intermediate-to-advanced skills in project management tools such as Monday.com or similar.
- Creative Workflow Understanding: Confident in tracking creative assets, managing timelines, and supporting feedback and approval workflows within creative production cycles.
Desired Skills & Experience
- Experience with Digital Asset Management (DAM) systems (e.g., Adobe Experience Manager Assets, Google Docs, SharePoint, Dropbox, Opa, Monday.coml).
- Exposure to brand, advertising, or marketing campaign delivery.
- Familiarity with file formats and creative workflows specific to social media, video, web, static imagery, and copy content.
- Understanding of usage rights, licensing, or content expiry management.
Key Attributes
- Highly Organized: Possesses exceptional organizational skills, bringing clarity and structure to complex environments.
- Proactive & Inquisitive: Anticipates needs, identifies potential gaps, and is continuously seeking opportunities for system and process improvement.
- Strong Communicator: Articulates complex project information into clear, concise, and actionable updates for diverse audiences.
- Tech-Savvy: Demonstrates comfort and aptitude in learning and navigating multiple digital platforms and tools.
- Collaborative Mindset: Thrives in cross-functional team environments and is adept at asking questions and constructively challenging assumptions.
- Resilient & Adaptable: Maintains focus and effectiveness, even when faced with shifting priorities or dynamic work environments.
Why This Role Matters
The Project Coordinator serves as the operational backbone supporting the Project Director. This role is not merely about managing timelines; it actively enables the team to deliver with consistency, clarity, and confidence. The Project Coordinator will be instrumental in ensuring that creative excellence is seamlessly matched by operational precision across a complex and high-stakes program.
Application Process:
If you feel you meet the criteria please kindly submit your resume, cover letter, and portfolio of relevant work. Applications will be reviewed on a rolling basis until the position is filled.Please take note that if you do not receive a response within 2 weeks of applying, you should consider your application as unsuccessful.
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