Project Coordinator

Jobtailor; Deutschland; Vor Ort; EUR 45.000 - 60.000; Vollzeit

Zusammenfassung

Jobtailor in Germany seeks an experienced Project Planner to coordinate intake, scheduling, and traffic across craft teams—creative, digital, and production—to deliver on timelines. You will monitor resource allocation, identify capacity constraints, and optimize utilization while providing clear status updates to stakeholders.

Collaboration with Project Managers and vendors is essential for on-time delivery.

Qualifikationen

• Minimum 1–3 years of integrated marketing agency and/or related experience.
• Proficiency in design and integrated marketing communications is required.
• Experience with Wrike a plus; familiarity with project management software across platforms.

Aufgaben

• Facilitate project intake, scheduling, and traffic management to ensure craft work is prioritized and delivered on time.
• Monitor and maintain resource allocation plans, identifying capacity constraints and optimizing utilization.
• Provide project status visibility by tracking milestones, deadlines, dependencies, and commitments to stakeholders.
• Develop staffing and workflow solutions for crisis communications and high-priority needs.
• Assist Project Managers with collection of requirements, assets, approvals, and documentation to prevent delays.
• Participate in stand-up meetings and contribute insights on demand, staffing, and workload balancing.
• Maintain project records in Wrike, Teams, SharePoint, and other PM platforms.
• Ensure projects meet workflow requirements, governance, and archiving procedures.

Kenntnisse

Project management

Resource allocation

Integrated marketing communications

Wrike proficiency

Problem-solving

Communication skills

Tools

Wrike

Microsoft Teams

SharePoint

MS Office

AI-enabled solutions

Jobbeschreibung

• Facilitate project intake, scheduling, and traffic management to ensure craft (creative, digital and production) work is prioritized, assigned, and delivered according to established timelines.
• Monitor and maintain resource allocation plans for craft specialists, proactively identifying capacity constraints, overallocation risks, schedule conflicts, and opportunities to optimize utilization.
• Provide project status visibility by tracking milestones, deadlines, dependencies, and resource commitments while communicating potential risks, delays, or bottlenecks to key stakeholders.
• Develop and recommend alternative staffing and workflow solutions to support crisis communications, expedited timelines, high-priority client needs, and unexpected resource challenges.
• Assist Project Managers with collection and organization of project requirements, assets, approvals, and supporting documentation from internal teams, clients, and external partners to ensure projects can progress without delay.
• Actively participate in resource planning and stand-up meetings, contributing insights on upcoming demand, staffing needs, project prioritization, and workload balancing across teams.
• Maintain project records and workflow systems (e.g., Wrike, Microsoft Teams, SharePoint, or other project management platforms) to ensure project data is accurate, current, and actionable.
• Help ensure integrated projects meet established workflow requirements and governance standards, including proper scoping, documentation, routing, approvals, and archive procedures.
• Track project progress against key timelines and delivery commitments, escalating issues and recommending corrective actions when project objectives are at risk.
• Obtain estimates, proposals, and timelines from external vendors, freelancers, and production partners, ensuring deliverables align with project requirements, budgets, and quality expectations.
• Coordinate third-party vendor and freelancer activities, managing timelines, deliverables, communications, contracts, and performance expectations throughout project execution.
• Review vendor and freelancer invoices for accuracy, reconcile project-related expenses, resolve discrepancies, and coordinate with finance teams to ensure timely processing.
• Assist Creative Director with financial management documentation.
• Cultivate and maintain strong relationships with vendor and freelancer partners, ensuring reliable service, quality output, responsiveness, and cost efficiency.
• Leverage project management technologies, automation tools, and AI-enabled solutions to streamline administrative tasks, improve reporting accuracy, enhance resource visibility, and increase overall team productivity.
• Contribute to continuous improvement initiatives by documenting best practices, supporting onboarding and training efforts, and helping standardize project management processes across the organization.

Requirements

• Minimum of 1-3 years of integrated marketing agency and/or related experience.
• Strong understanding of design and integrated marketing communications.
• Proficient in MS Office software and familiar with project management software – prior experience with Wrike a plus.
• Excellent problem-solving skills, good verbal and written communications skills, proven ability to meet deadlines, excellent organizational skills, and ability to juggle multiple projects and work independently in a fast-paced office.
• Ability to juggle multiple projects simultaneously under tight deadlines.

Core Competencies

Demonstrates expertise in project management, resource allocation, and workflow optimization within integrated marketing environments. Proficient in utilizing project management tools and fostering strong vendor relationships to ensure timely project delivery and quality outcomes.

Highest-signal resume keywords

• Project Management
• Resource Allocation
• Integrated Marketing Communications
• Wrike Proficiency
• Problem-Solving Skills

ATS Optimization Keywords

Hard Skills

• Project Management
• Resource Allocation
• Workflow Optimization
• Financial Management
• Vendor Coordination

Soft Skills

• Excellent Communication Skills
• Organizational Skills
• Ability to Meet Deadlines
• Problem-Solving Skills

Industry Keywords

• Integrated Marketing Agency
• Creative Work
• Crisis Communications
• Project Intake
• Traffic Management

Tools & Technologies

• Wrike
• Microsoft Teams
• SharePoint
• MS Office
• AI-Enabled Solutions