Project Coordinator

Project Coordinator

New York
Entry level (0-1 years)
Full Time

Project Coordinator

The Project Coordinator is responsible for the coordination of departmental tactical functions across agency accounts to meet the daily and weekly goals of our projects. They aspire to be the go-to resource of the Project Management team for job status and therefore support account status meetings each day. The successful Project Coordinator possesses excellent abilities in organization, professional communication and diligence. They are keenly aware of who is working on their project, what the next task is and when it is due.
As such, they are able to alert the Project Manager of changing conditions. The employee with these abilities will demonstrate confidence and command through their persistent attention to detail, prioritization, and follow-through. The Project Coordinator also works closely with the Project Manager in the maintenance and tracking of project timelines and estimates.

Primary Responsibilities

  • Update estimates and timelines for manager and team (review and modify appropriately)
  • Schedule start-up meetings including opening job numbers, job sites, and entering all associated data in agency systems
  • Maintain project timelines to reflect project progress or new direction in accordance with established processes
  • Create and own daily status reports including Daily, Nightly, and Weekly editions
  • Support status meetings for your account assignments (schedule, prepare, and drive the meetings)
  • Schedule and report out on all project-related meetings
  • Proactively inform project team of project progress, delays, and emerging issues
  • Champion the agency’s Job Flow Process (JFP), including eRouting process
  • Organize and maintain all project-related Job Site documents on Unifile
  • Track, organize, and process all project-related email communications
  • Master and employ agency, client, and regulatory submission processes

Additional Requirements

  • Master agency tools and process
  • Unifile (Sharepoint document server)
  • SmartSheet (timeline creation and maintenance)
  • EngageZone (client process documentation library)
  • Job Flow Process (agency workflow)
  • Job Log (studio request form)
  • Box (cloud-based file transfer/storage)
  • Dynamics (agency financial software)
  • Condeco (conference room scheduler)
  • Maintain accurate time sheets on a daily basis
  • Display the ability to respond to changing conditions
  • Foster a positive team atmosphere through personal accountability and helpful actions


  • College degree
  • 1-2 years project experience in advertising, related industry
  • Must be highly organized and an effective, professional communicator
  • Professional experience using Microsoft Office and Adobe Acrobat

Note that additional responsibilities may arise not explicitly outlined in this job description.

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