Project Coordinator

Location: North America (Remote)

The Project Coordinator is one who understands project needs and goals and will work to assist with the coordination of resources, meetings, and information.
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Job Overview

The Project Coordinator will support the Client Services team in the day-to-day operations of DemandLab projects and services delivery. This individual is expected to understand project needs and goals and will work to assist with the coordination of resources, meetings, and information. The Project Coordinator will be responsible for a wide range of duties including maintenance of project management systems, monitoring team and client utilization and task management, general project communication, and producing reports for internal and client needs.

Taking direction from the Manager of Project Services, this role works with our Client Marketing Success Strategists and Leads, as well as additional team members. The position requires strong organizational and communication skills, attention to detail, a high level of aptitude in planning and anticipating needs, constant communication with multiple team members, and the ability to swiftly change direction depending on the current needs of the situation.

Essential Functions and Responsibilities

Project Administration, Meetings, & Communications
  • Act as client meeting facilitator by performing internal prep, creating and distributing agendas, scheduling meetings, updating client status documents, and documenting and following up on important actions and decisions
  • Assist with the intake of client requests, monitor team, and client updates, assist in prompting client for feedback when needed
  • Respond to client email requests acknowledging receipt and handing off to assigned team members
  • Communicate with clients and team, identifying any risk factors regarding timeline and relay those to the Manager of Project Services, Client Marketing Success Strategists, and Leads
Client Administration
  • Assist with client on-boarding, monthly retainer reconciliation, project post-mortems, and client offboarding
  • Create and share weekly client utilization reports with Manager of Project Services and Client Marketing Success Strategists
  • Monitor outcomes listed on reports and raise areas for additional analysis and problem solving with Manager of Project Services
Project Support
  • Ensure projects adhere to templates and all documentation is maintained appropriately for each project
  • Maintain and monitor project plans and project schedules (with milestones, due dates, and estimates for those materials that are required and other resources, such as team members)
  • Become familiar with current projects, including short- and long-term goals, timelines, and retainer and project budgets
  • Support Manager of Project Services in updating project management systems by creating project plans, updating, and closing projects as needed
  • Assist project management in the review of all contractor and Third Party invoices and reconciliation at the end of each week/month against quoted estimates
  • Work with project team members to ensure that project and task updates are maintained in project management systems
  • Assist in creation and client approval of project change orders
  • Keep management informed regarding the progress of all project activities
Operations Support
  • Assist with developing operational processes and building out internal process documentation, presentations, charts, etc.
  • Assist with Google Drive folder upkeep and maintenance and maintaining internal team reporting such as utilization, team schedule, resource load, and routine time checks
  • Possible marketing team support to help with coordination of routine marketing campaigns, sales materials, etc.
  • Provide assistance and training to project management system users as needed
  • Assist with vendor asset processing including sending and acknowledging receipt from outsourced vendors such as transcription services, designers, and proofreaders; reviewing materials received; communicating issues to Project Manager; and updating the internal team on assets received

Qualifications

  • Thorough understanding of the project management discipline and the ability to manage multiple concurrent projects
  • Strong attention to detail, with a high degree of accuracy and excellent organizational skills, both analytical and problem-solving
  • Knowledge of task management system basics (such as Asana)
  • Ability to document and present work in a clear and concise manner
  • Must have the ability to multitask in a fast-paced and deadline-driven environment
  • Must be able to maintain professionalism and a positive service attitude at all times
  • Requires strong communication skills, both verbal and written
  • Must be self-directed and able to complete assignments with limited supervision
  • Experience setting up projects according to Project Management Institute (PMI) standards (helpful)
  • Certificate in Project Management – CAPM, PMP, or similar (helpful)

Education & Work Experience

  • Associate's Degree
  • Minimum of 2 years related work experience preferred
  • Experience in B2B marketing and/or agencies helpful

Working Conditions and Environment

  • Work from home in a professional setting
  • Standard business hours Monday - Friday 9am - 6pm local time
  • Some travel may be required

Benefits

When you join us, you can expect to receive premium benefits dependent on your country of employment, including:
  • Work from anywhere policy 
  • Generous paid leave for new parents
  • Generous paid time off and flexible work plans (all employees start with 3 weeks of PTO)
  • Paid national holidays based on country
  • Paid time off on your birthday
  • 100% health care plan coverage and paid dental & vision
  • 100% paid Life Insurance (Basic, Voluntary & AD&D)
  • Monthly, quarterly and annual company performance bonus program
  • Retirement plan matching
  • Professional development and certifications fund
  • Access to online training and professional education
  • Paid personal development fund
  • Monthly internet and cell phone allowance
  • Opportunities performance bonuses
  • Enjoyable work culture and a commitment to work/life balance
  • Opportunity to work with prestigious, global B2B brands
  • Opportunities for advancement in a fast-growing agency
  • Helpful and respectful of our team’s work-life balance and needs
  • The freedom to have fun, experiment, explore, and get creative in a supportive environment