• Project Coordinator

    Job ID
    2018-11180
    Location
    US-NY-New York
    Category
    Project Management
    Company
    Biolumina
  • Overview

    biolumina

     

    The Project Coordinator is responsible for organizing, monitoring and routing all jobs through the agency for his/her account(s).  He/she keeps all team members informed of the status of their respective jobs and ensures all jobs are following the agency’s Job Flow Process (JFP). The Project Coordinator handles aspects of regulatory submissions and financial tracking. He/she is responsible for organizing and maintaining the project management archives.

     

    Primary Job Responsibilities

    • Coordinate job flow/creative process within the Agency in an organized and efficient manner, which includes:

     Open job number and job site on blink when requested from account service

     

     Prepare and maintain job jacket to reflect accurate job history

     

     Setup and attend all start-up meetings

     

     Develop timelines with input from relevant departments

     

     Update timelines based on client and/or internal changes (keeping accurate timelines throughout the life of a job is extremely important)

     

     Remind the team of upcoming due dates and alert the other team members if agreed upon due dates are not going to be met, both internally and externally

     

     Ensure timely development of color breaks and spec sheets by coordinating with

    Production and Art Director prior to pre-mechanical meetings

     

     Schedule and attend pre-mechanical meetings for every print job.  Ensure all relevant materials (including the job jacket) are brought to the meeting and be able to provide timing from mechanical to release

     

     Route jobs through all relevant departments and secure signatures at all stages of the job

     

     Monitor and assist team members in following the JFP (keep documentation of any skipped steps/signatures)

     

     If procedures are not followed, alert the Director of Project Management

    • Demonstrate proficient use of EAS for timesheets and financials

     

     Create and input estimates, PO’s and TO’s

     

     Review weekly estimate vs. actuals report

     

     Submit accurate timesheets on a daily basis

     

    • Demonstrate proficient use of blink
    • Prepare and submit jobs for regulatory review
    • Develop and distribute the daily and nightly internal status reports (daily by 9:30 am and nightly by 4pm)
    • Coordinate and run weekly status meetings
    • Attend client status meeting and develop/distribute client status report to Account Services
    • Attend client calls and create client contact report (CCR) and send to Account Services
    • Monitor jobs and alert team to possible delays/issues, assure open communication among team members
    • Maintain organized email archives
    • Develop knowledge of Client's process/procedures and the people involved--and interact appropriately
    • Assist peers when workload permits
    • Perform other job-related tasks as assigned by the Director of Project Management
    • Archive/file all completed job jackets
    • Maintain an organized and clean file room
    • Work with office services and the Director of Project Management to send archived jobs off- site

     

    Additional Responsibilities

    • Communicate effectively and professionally
    • Demonstrate ability to set priorities while handling multiple projects
    • Remain calm despite high pressure situations
    • Project a professional, positive attitude toward peers and clients
    • Foster a positive team atmosphere and establish credibility
    • Ensure that all materials produced are accurate by assuring that the quality control steps are not skipped in the Job Flow Proces
    • Help develop ideas to make the project management department and the agency run more efficiently

     

    Qualifications

    • College degree
    • Experience in a professional work environment
    • Excellent written and oral communication skills
    • Detail oriented
    • Ability to handle multiple projects and deadlines
    • Positive/helpful attitude

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