• Senior Project Coordinator

    Job ID
    US-NY-New York
    Project Management
  • Overview



    Senior Project Coordinator

    The Sr. Project Coordinator is responsible for coordination efforts across larger agency accounts. He/she organizes, monitors and routes all jobs through the agency for his/her account.  The Sr. Project Coordinator 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). He/she handles aspects of regulatory submissions and financial tracking. He/she is responsible for organizing and maintaining all files on the internal project management team server (blink).


    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



    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
    • Maintain the organization of the project management team site on blink-periodically check all materials and alert the Director of Project Management if any need updating


    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 Process
    • Help develop ideas to make the project management department and the agency run more efficiently
    • Help orient new department team members to the agency, department and accounts


    • College degree preferred
    • 1-3 years of prior traffic/coordination advertising experience
    • Excellent written and oral communication skills
    • Detail oriented
    • Ability to handle multiple projects and deadlines
    • Positive/helpful attitude


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