Job Description
Job Title: Project Coordinator (North America)
We are seeking an experienced and organized Project Coordinator to join our dynamic team. In this role, you will play a crucial part in supporting the Services department's day-to-day operations, ensuring seamless project and service delivery across North America.
As a Project Coordinator, you will be responsible for keeping everyone on track, organized, and moving forward efficiently. Your primary responsibilities will include maintaining project files, monitoring team time tracking and task management, preparing meeting agendas, facilitating project communication, and producing reports for both internal and client needs.
Working closely with our Client Success Strategists, Team Leads, and project team members, you will take direction from the Manager of Project Services. You will be expected to understand each project's unique needs and goals, and assist in coordinating assigned resources to execute the tasks that will meet those objectives (which may include custom development, marketing technology implementation, etc.).
This position requires exceptional organizational and timeline management skills, meticulous attention to detail, a high level of aptitude in planning and anticipating needs, and constant communication with multiple team members. Additionally, you must possess the ability to swiftly adapt and change direction based on the evolving needs of the situation.
Key Responsibilities:
Project Administration:
- Act as a client meeting facilitator: prepare internal team, create and distribute agendas, schedule meetings, update client status documents, take meeting notes, and assign follow-up tasks.
- Assist with client request intake process, monitor team and client updates, and prompt clients for feedback when needed.
- Maintain and monitor task updates through the company's internal task management system (e.g., Asana).
- Respond to client email requests, acknowledge receipt, and hand off to assigned team members.
- Communicate with clients and internally, setting meeting times and dates to keep projects on schedule, and identify and relay any potential timeline red flags to the Team Lead.
Client Administration:
- Assist with client onboarding, monthly retainer reconciliation, project post-mortems, and client offboarding.
- Create and share weekly client utilization reports with Client Success Strategists and Team Leads.
- Monitor report outcomes and raise areas for additional analysis and problem-solving with the team.
- Follow up with the internal team to ensure all tasks related to invoicing and purchase orders are complete.
Vendor Deliverables Coordination:
- Assist with vendor asset processing: send and acknowledge receipt from outsourced vendors (e.g., transcription services, designers, proofreaders), review materials to confirm they meet expectations, communicate any issues to the project manager, and update the internal team on assets received.
Project Support:
- Follow established project management processes to keep projects organized and working according to plan.
- Become familiar with current projects, including short and long-term goals, timelines, schedules, and retainer and project budgets.
- Support the Manager of Project Services in updating the project management system (e.g., Asana) by creating project plans, updating, and closing projects as needed.
- Work with project team members to ensure that project and task statuses are maintained in both the project management system and client status sheets or client systems.
- Keep management informed regarding the progress of all project coordination activities.
- Perform other project admin services as assigned.
Operations Support:
- Assist with building out internal process documentation, presentations, charts, etc.
- Assist with Google Drive folder upkeep and maintenance.
- Assist in maintaining internal team reporting, such as billability, team schedules, resource capacity, and routine time checks.
- Help with internal team meeting and event coordination as assigned.
- Provide assistance and training to system users as needed.
- Support the development of operational processes.
- Perform other operations support services as assigned.
Qualifications:
- Excellent knowledge of GSuite, Microsoft Office Suite, and Microsoft Teams.
- Knowledge of task management system basics (e.g., Asana).
- Ability to create and maintain spreadsheets and documents.
- Document and present work in a clear and concise manner.
- Strong attention to detail, with a high degree of accuracy and excellent organizational skills, both analytical and problem-solving.
- Ability to multitask in a fast-paced and deadline-driven environment.
- Ability to maintain professionalism and a positive service attitude at all times.
- Strong communication skills, both verbal and written.
- Self-directed and able to complete assignments with limited supervision.
Education & Work Experience:
- Minimum of 2 years of related project coordination experience required.
- Experience setting up projects according to Project Management Institute (PMI) standards (preferred).
- Certificate in Project Management (CAPM or similar) (preferred).
- Experience in B2B marketing and/or agencies preferred.
Working Conditions and Environment:
- Work from home in a professional setting.
- Standard business hours Monday - Friday, 9 am - 6 pm local time.
- Some travel may be required.
We offer a competitive salary, comprehensive benefits package, and opportunities for personal and professional growth. If you are a driven and highly organized individual with a passion for project coordination, we encourage you to apply now.
Employment Type: Full-Time
Salary: $ 55,000.00 85,000.00 Per Year
Job Tags
Full time, Temporary work, Work experience placement, Local area, Work from home, Monday to Friday,