Assistant Project Coordinator

Ashtel-Studios-Inc; Ontario (CA); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Employee discounts

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

Job summary

Ashtel Studios in the United States is seeking an Assistant Project Coordinator to support the Project Management Department by coordinating tasks across internal teams and external vendors.

You will help keep projects organized, documented, and moving forward, communicating clearly, handling urgency, and managing multiple moving parts with attention to detail.

Experience with Monday.com is a plus; the role offers growth opportunities, a fast-paced environment, and a collaborative team culture.

Qualifications

• 2+ years of experience in project coordination or project management.
• Experience managing multiple projects with changing priorities.
• Comfortable working in a fast-paced, deadline-driven environment.
• Self-motivated, resourceful, and collaborative.
• Experience with Monday.com is a plus, but not required

Responsibilities

• Coordinate product development projects from initiation through completion.
• Maintain project goals, timelines, milestones, and deliverables.
• Track project status, deadlines, milestones, and outstanding tasks.
• Monitor project issues and potential risks, escalating concerns to the Project Coordinator or Project Manager as appropriate.
• Follow up on assigned action items and outstanding information to help keep projects moving.
• Support Sales, Business Development, Creative, Purchasing, and other internal teams with project-related requests.
• Help facilitate communication across departments to ensure project requirements and next steps are understood.
• Respond to internal and external project-related questions and requests in a timely manner.
• Escalate questions or issues requiring additional direction to the appropriate team member. Monday.com & Documentation
• Kick off new product development projects on Monday.com.
• Maintain accurate and up-to-date project records, tasks, timelines, cross-functional reviews, revisions, approvals, and documentation in Monday.com.
• Monitor task updates and follow up when information or status updates are outstanding.
• Support consistent use of established Monday.com workflows and processes.
• Attend recurring meetings related to product development projects.
• Take clear and accurate meeting notes and document decisions, action items, owners, and deadlines.
• Meet regularly with the Project Management team to review project status and priorities.
• Support the Project Coordinator in keeping project deliverables organized and on schedule.

Skills

Communication

Attention to detail

Organization

Adaptability

Time management

Problem solving

Multitasking

Tools

Monday.com

Job description

Benefits

• 401(k)
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Employee discounts
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

About Ashtel Studios

Ashtel Studios is a fast-growing consumer products company with over 20 years of experience bringing fun, design-forward products to market. We work with major national retailers and well-known brands across categories including oral care, baby/kids, personal care, and wellness. In 2023, Ashtel Studios was recognized as an Inc. 5000 honoree, ranking among America’s fastest-growing companies. Our team is collaborative, fast-paced, and solutions-oriented. We value people who are organized, proactive, and take pride in keeping projects moving forward.

Role Overview

The Assistant Project Coordinator supports the Project Management Department by coordinating tasks across internal teams and external vendors while helping ensure project requests from Sales and other departments are executed accurately and on time. This role plays a key part in keeping projects organized, documented, and moving forward. The ideal candidate communicates clearly, understands urgency, and can manage multiple moving parts without losing attention to detail. You will help create efficiency in day-to-day workflows and ensure that project deliverables stay on track.

Key Responsibilities

Project Support & Tracking

• Support the coordination of product development projects from initiation through completion.
• Assist with maintaining project goals, timelines, milestones, and deliverables.
• Track project status, deadlines, milestones, and outstanding tasks.
• Monitor project issues and potential risks, escalating concerns to the Project Coordinator or Project Manager as appropriate.
• Follow up on assigned action items and outstanding information to help keep projects moving.

Communication & Cross-Functional Support

• Support Sales, Business Development, Creative, Purchasing, and other internal teams with project-related requests.
• Help facilitate communication across departments to ensure project requirements and next steps are understood.
• Respond to internal and external project-related questions and requests in a timely manner.
• Escalate questions or issues requiring additional direction to the appropriate team member. Monday.com & Documentation
• Kick off new product development projects on Monday.com.
• Maintain accurate and up-to-date project records, tasks, timelines, cross-functional reviews, revisions, approvals, and documentation in Monday.com.
• Monitor task updates and follow up when information or status updates are outstanding.
• Support consistent use of established Monday.com workflows and processes.

Meetings & Follow-Up

• Attend recurring meetings related to product development projects.
• Take clear and accurate meeting notes and document decisions, action items, owners, and deadlines.
• Meet regularly with the Project Management team to review project status and priorities.

Asset & Approval Support

• Support the Project Coordinator in keeping project deliverables organized and on schedule.

Core Competencies

• Communication: Clear, concise written and verbal communication
• Attention to Detail: High level of accuracy in tracking, documentation, and follow-through
• Organization: Strong ability to manage information, tasks, and timelines
• Adaptability: Comfortable working with changing priorities and project scopes
• Time Management: Able to prioritize tasks and manage multiple projects simultaneously
• Problem Solving: Proactive thinker who can identify issues and help drive solutions
• Multitasking: Capable of handling several projects at once without losing focus

Qualifications

• 2+ years of experience in project coordination or project management
• Experience managing multiple projects with changing priorities
• Comfortable working in a fast-paced, deadline-driven environment
• Self-motivated, resourceful, and collaborative
• Experience with Monday.com is a plus, but not required