Project Coordinator - G&S Business Communications

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. 
  

Skills/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.