Project manager organizing and prioritizing client activities

Job Description

You probably know what a Project Coordinator does, but depending on the agency (and industry), that title and day-to-day can vary quite a bit. COLAB is an integrated digital agency focused on empowering marketing leaders to unlock growth and eliminate waste. Whether designing a new website to become the marketing-hub of an organization, a digital app to engage customers with new products, an online game or interactive learning experience to build brand awareness and understanding, or an intranet to align multiple teams within a company… we tackle all things digital. 

At COLAB, the Project Coordinator  role requires equal parts organizer, problem solver, communicator, and team player.  You’ll be a part of the Project Management team and your primary responsibility is to collaborate with your colleagues to drive successful outcomes for our clients, and have a positive impact on our business. Period. How you achieve that will vary day-to-day. If variety excites you, you find joy in helping others do their best work, organizing is your superpower, and you also have an interest in all things digital, keep reading. 

While not an exhaustive list of the requirements or responsibilities for the role, this description of the types of activities a Project Coordinator at COLAB does–along with some of the qualities they should possess in order to be successful–are a good starting point to help you understand whether you’re a good fit for the role and if COLAB is a good fit for you.

A Day in the Life

As a Project Coordinator at COLAB, you can expect to be doing these types of activities on a regular basis:

  • Work with Project Managers to create and manage comprehensive project plans, including estimations, resourcing, timelines, and budget
  • Monitor projects internally, helping to drive them through our workflow, ensuring all timelines are met, resources are scheduled, and budgets are adhered to
  • Manage project backlogs, queueing up tasks for assignment each week
  • Monitor project budget and burn weekly on all assigned projects
  • Upon completion of each project, complete a project chargeability and profitability analysis
  • Support Project Managers in executing day-to-day tasks and communicating internally with project teams
  • Supporting the internal team with what they need to be successful
  • Assign the right task to the right person while articulating the goals, requirements, and measurements of success
  • Work independently on assigned tasks, or contributing and collaborating with project teams and PM colleagues
  • Coordinate on task intake from clients via Trello.  Set up new tasks for the internal team in Jira.
  • Follow-up on action items or requests with external vendors or contacts, when requested
  • Keep project documentation up-to-date, including updates to RAID logs, status reports, and running notes.
  • Act as another set of eyes and ears for our PM’s, communicating questions, concerns, and progress. 
  • Serve as primary client point-of-contact for assigned accounts when a PM is on vacation or on leave for an extended period
  • Coordinate on task intake from clients via Trello.  Set up new tasks for the internal team in Jira.
  • Follow-up on action items or requests with external vendors or contacts, when requested
  • Keep project documentation up-to-date, including updates to RAID logs, status reports, and running notes.
  • Act as another set of eyes and ears for our PM’s, communicating questions, concerns, and progress. 
  • Serve as primary client point-of-contact for assigned accounts when a PM is on vacation or on leave for an extended period

About You

Here are some qualities that should ring true for you as a strong candidate for the Project Coordinator role at COLAB:

  • You have a balanced understanding of project profitability and can help projects stay on track while at the same time understanding the business impact of every decision and resulting outcome
  • You can easily foster good relationships by handling a multitude of people/personalities with grace and are able to provide constructive feedback effectively
  • You can delegate firmly by assigning the right task to the right person while articulating the goals, requirements, and measurements of success
  • You can anticipate needs and ensure people have what they need to get the job done right
  • You’re proactive and not reactive – you tend to see around the corner and effectively anticipate problems so that you can mitigate and hopefully avoid them
  • You are incredibly organized – you have lists for everything and employ effective tactics to ensure items don’t fall through the cracks or fall behind
  • You fiercely block and tackle for your team by assisting when projects have hiccups, providing guidance on solutions, and helping them see around their own corners

About Us

Our core values represent how we show up – for ourselves, for our teammates, and for our clients. They are woven throughout our work and our culture and are the foundation from which we grow together as a team.  

  • Collaboration – our desire to work together
  • Authenticity – our honest behaviors and actions
  • Intentionality – our work has purpose
  • Creativity – our rejection of the status quo
  • Grit – our passion and perseverance

In addition to our core values, there are basic, intangible qualities that are expected from everyone at COLAB (and, of course,  would be expected from the Project Coordinator too):

  • Be nice, friendly and helpful
  • Treat everyone with respect
  • Communicate clearly and openly 
  • Handle tough circumstances with grace
  • Always look for solutions, not blame
  • Accept feedback as insight into the work, not as a personal affront

Growth

COLAB is growing and our team is growing with us; the Project Coordinator position is open after an internal promotion and we’re looking for the newest addition to our team.  This role will support our Project Managers and the internal production team, reporting to the Project Management Lead. 

 If you’re interested in the role, embody our core values, and are excited by the info above, send us your resume, along with a cover letter detailing what attracted you to this position.

Sound like a good fit?

Let us know. Fill out the application and let’s start the conversation!