Project Coordinator, Creative Services | Health & Wellness Space | Hybrid in North York |$55k-$65k + Bonus

White Bay; Toronto; Hybrid; CAD 55,000 - 65,000; Full time

Job summary

White Bay in North York, Ontario, is seeking a Creative Services Projects Coordinator to organize and coordinate a portfolio of marketing and creative initiatives. This hybrid role supports timelines, resources, and stakeholder communication across a fast-paced in-house creative team.

The person will translate requirements into actionable plans, build schedules, monitor progress, and provide visibility into status and risks while collaborating with multiple departments and external partners.

Qualifications

• 2–5 years coordinating marketing or creative projects.
• Strong organizational skills with the ability to manage several projects, priorities, and deadlines simultaneously.
• Demonstrated experience working across multiple departments and coordinating stakeholders with different priorities.
• Strong written and verbal communication skills, with the ability to keep stakeholders informed and aligned.
• Highly detail-oriented approach with strong follow-through and accountability.
• Comfortable working in a fast-moving environment where priorities and deadlines can change.

Responsibilities

• Coordinate the planning and execution of multiple marketing and creative initiatives from initial brief through completion.
• Build and maintain project schedules, milestones, task lists, and delivery plans across concurrent initiatives.
• Monitor project activity and follow up on outstanding tasks to help ensure deliverables are completed on schedule.
• Coordinate the flow of information between creative teams, marketing stakeholders, trade teams, vendors, and other business partners.
• Serve as a central point of contact for day-to-day project communication and coordination.
• Organize project meetings, establish agendas, capture decisions, and circulate follow-ups and action items.
• Help prioritize incoming work and coordinate assignments across team members based on project requirements and deadlines.
• Monitor workloads, project milestones, and team capacity to identify potential bottlenecks before they affect delivery.
• Maintain accurate project records, workflow documentation, status reports, and tracking systems.
• Provide regular visibility into project progress, outstanding actions, upcoming deadlines, and potential risks.
• Identify scope changes, competing priorities, resource constraints, and scheduling challenges, escalating issues when appropriate and helping develop practical solutions.
• Support a productive and collaborative team environment by encouraging accountability, clear communication, and effective problem-solving.
• Work alongside the Manager, Creative Operations & Governance to turn broader workflow processes and operational priorities into practical day-to-day execution.
• Provide project and workflow information that can be used for capacity planning, stakeholder updates, reporting, and process optimization.
• Contribute to improving project management practices, workflows, and coordination processes within the internal creative function.
• Develop an understanding of the unique requirements involved in managing projects within an in-house creative team.

Skills

Project coordination

Cross-department collaboration

Organizational skills

Communication skills

Adaptability

Education

Bachelor's degree in Project Management

Tools

Asana

Monday.com

Trello

Job description

Creative Services Projects Coordinator | Health & Wellness Space | Hybrid in North York, Ontario | $55k-$65k + Bonus

The Company

This established and innovative natural health organization is dedicated to making safe, effective and accessible wellness products available to consumers. With a strong Canadian foundation and growing international presence, the organization is continuing to scale its creative capabilities across North America and global markets.

The Role

The Creative Services Projects Coordinator will play a central role in organizing and coordinating a portfolio of creative and marketing initiatives. They will help translate project requirements into actionable plans, establish timelines, coordinate resources, and keep stakeholders informed throughout the project lifecycle.

Working closely with creative, marketing, trade, operational, and external partners, they will help ensure projects remain organized, appropriately prioritized, and delivered within agreed timelines. They will also support the Manager, Creative Operations & Governance by providing visibility into project status, team capacity, potential challenges, and workflow performance.

This is a hands-on coordination role suited to someone who enjoys managing multiple moving pieces, bringing structure to complex projects, and working with a variety of stakeholders in a fast-paced creative environment.

The Responsibilities:

• Coordinate the planning and execution of multiple marketing and creative initiatives from initial brief through completion.
• Build and maintain project schedules, milestones, task lists, and delivery plans across concurrent initiatives.
• Monitor project activity and follow up on outstanding tasks to help ensure deliverables are completed on schedule.
• Coordinate the flow of information between creative teams, marketing stakeholders, trade teams, vendors, and other business partners.
• Serve as a central point of contact for day-to-day project communication and coordination.
• Organize project meetings, establish agendas, capture decisions, and circulate follow-ups and action items.
• Help prioritize incoming work and coordinate assignments across team members based on project requirements and deadlines.
• Monitor workloads, project milestones, and team capacity to identify potential bottlenecks before they affect delivery.
• Maintain accurate project records, workflow documentation, status reports, and tracking systems.
• Provide regular visibility into project progress, outstanding actions, upcoming deadlines, and potential risks.
• Identify scope changes, competing priorities, resource constraints, and scheduling challenges, escalating issues when appropriate and helping develop practical solutions.
• Support a productive and collaborative team environment by encouraging accountability, clear communication, and effective problem-solving.
• Work alongside the Manager, Creative Operations & Governance to turn broader workflow processes and operational priorities into practical day-to-day execution.
• Provide project and workflow information that can be used for capacity planning, stakeholder updates, reporting, and process optimization.
• Contribute to improving project management practices, workflows, and coordination processes within the internal creative function.
• Develop an understanding of the unique requirements involved in managing projects within an in-house creative team.

The Requirements:

• 2–5 years of experience coordinating projects within a marketing, creative, digital, communications, or similar environment.
• Strong organizational skills with the ability to manage several projects, priorities, and deadlines simultaneously.
• Demonstrated experience working across multiple departments and coordinating stakeholders with different priorities.
• Strong written and verbal communication skills, with the ability to keep stakeholders informed and aligned.
• Highly detail-oriented approach with strong follow-through and accountability.
• Comfortable working in a fast-moving environment where priorities and deadlines can change.
• Experience using project management or workflow platforms such as Asana, Monday.com, Trello, or comparable tools.
• Ability to identify potential project issues early and communicate them clearly with relevant stakeholders.
• Degree or diploma in Project Management, Communications, Marketing, Business, or a related discipline is preferred; equivalent professional experience will also be considered.

Nice to Have:

• Previous experience within an in-house creative department, internal agency, marketing team, or brand organization.
• Exposure to creative production processes involving design, copywriting, digital content, print, campaigns, or related marketing materials.
• Familiarity with creative briefing, review, feedback, and approval processes.
• Experience working with brand standards and ensuring creative deliverables remain aligned with established guidelines.
• Experience supporting workflow optimization, resource planning, or creative operations initiatives.