Creative Services Project Coordinator
Sub-Function: US Creative Services
Position Summary
The Project Coordinator works across all service lines within the organization and serves as the coordinator for large and complex projects from initiation to completion. They scope and evaluate project needs, recommend project solutions, estimate costs and timelines, and cultivates internal client relationships. This role collaborates with the project managers to drive effective workflow schedules; project management and works with external vendors. Aligns appropriate resources; creates and reports on project metrics.
Essential Functions of the Job
- Collaborate and team with project managers on large and complex projects.
- Coordinate multiple complex projects simultaneously
- Understand project requirements to track and maintain the project as needed throughout the project life cycle to effectively manage costs and deadlines
- Scope and recommend resource needs based on required deliverables, skillsets and talent
- Develop internal client relationships and understand expectations
- React appropriately to unexpected situations, escalate challenges to PM or leadership as necessary
- Assist with the creation of documentation, estimates, create project schedules and define time frames and benchmarks
- Track and analyze project risks and recommend improvements or solutions
- Schedule and attend calls with PM
- Support PMs with administrative tasks on large projects
- Communicate timeline changes and new information to team; adjust schedules as needed
- Record detailed notes during meetings and communicate to clients, then follow up on agreement
- Support traffic coordination in the day to day as available
- Assign resources based on assessment of project requirements and by applying effective knowledge of resource skill sets
- Negotiate deadlines with internal clients as well as re-prioritization of projects to gain availability of appropriate resources
- Work with the Account Manager or Creative Manager to source assignments for any required role(s)
- Confirm that each team has the right resources and tools it needs to meet project milestones and deadlines
- Balance workload among team members
Analytical/Decision Making Responsibilities
- Analyze project deliverables
- Evaluate conflicting requirements and provide solutions
- Make decisions independently using sound business judgment and acumen based on firm policies and procedures
Knowledge and Skills Requirements
- Experience in project coordination/project management and resourcing of assignments in creative/design, advertising or marketing organization
- Demonstrate well-developed organizational and analytical skills with attention to detail and excellent follow-through
- Possess excellent internal client service skills
- Ability to communicate well in person, in writing and by voice/video call with all levels within the organization
- Understand key requirements of the approval, scheduling, and lifecycle processes
- Understand and adhere to organization's policies and procedures, review and approval processes, and distribution and data management techniques
- Demonstrate proficiency with standard software applications (e.g., Microsoft Office)
- Interact effectively and maintain a positive demeanor in a fast-paced environment, while demonstrating tact and diplomacy
- Demonstrate dependability, strong teaming skills,
and the ability to prioritize and meet deadlines in a fast-paced environment
- Proficient in project management software, experience working in Adobe Workfront is a plus Experience and knowledge in digital and print media
- Possess ability to successfully to think independently with sound judgment
- Fluency in English (both written and spoken) required for effective communication and collaboration with US-based individuals
Supervision Responsibilities
- Apply standards, policies, procedures and industry knowledge with the limited level of supervision.
- Competent to work independently
- Report to supervisor on project status
Other Requirements
- Extended work day is required as needed
- Required to work an 11 AM – 8 PM shift to align with US business hours.
Job Requirements
Education
Bachelor's degree in business administration or related field, or equivalent work experience required
Experience
3-5 years of related experience
Certification Requirements
Valid and current PMP certification or equivalent experience and training