Creative Project Coordinator

iCIMS, Inc.; Holmdel Township (NJ); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health insurance

401(k)

Parental leave

Tuition reimbursement

Job summary

ICIMS in Holmdel, NJ is seeking a Creative Project Coordinator to support the Creative Operations team in managing day-to-day workflow of the in-house agency. Working closely with the Sr.

Creative Operations Manager, content creators, designers, strategists, and both internal and external stakeholders, this role helps ensure creative projects are properly briefed, organized, scheduled, trafficked, reviewed and delivered on time.

Qualifications

• 1-2 years in a creative agency or in-house team; internships or relevant project coordination may be considered.
• Bachelor's degree in Marketing, Communications, Advertising, Design, or related field preferred.
• Experience with project management software such as Wrike, Asana, Monday.com, Workfront, Trello, or similar.
• Strong organizational skills and exceptional attention to detail; ability to manage multiple deadlines.
• Excellent written and verbal communication with both creative and non-creative stakeholders.
• Comfortable with creative briefs, timelines, digital files, and review processes.
• Familiarity with Adobe Creative Cloud is a plus; willing to learn AI/automation tools.
• Curious, proactive, adaptable, and eager to learn how creative work is developed and delivered.

Responsibilities

• Support intake and setup of creative projects with required information, assets, deadlines, and stakeholders.
• Coordinate day-to-day movement of projects through workflows, routing to designers, writers, and strategists.
• Create and maintain project details, schedules, tasks, dependencies in PM software; keep info accurate.
• Traffic work through review and approvals; ensure stakeholders receive outputs at the right stage.
• Facilitate intake, status, and creative review meetings; document actions and follow up on decisions.
• Consolidate stakeholder feedback into clear, actionable direction for creative teams.
• Monitor timelines and proactively flag delays, missing info, or conflicting priorities.
• Coordinate asset handoffs between internal teams, external agencies, consultants, and vendors.
• Perform QA on deliverables for file specs, assets, naming conventions, links, copy, branding.
• Archive final assets per agency standards and maintain organized project files.
• Assist with resource coordination by monitoring workloads and escalating conflicts.
• Prepare status updates and reports for Sr. Creative Operations Manager and stakeholders.
• Identify opportunities to improve workflows, templates, and automation tools.
• Develop understanding of the creative development process to support production teams.

Job description

Job Overview

The Creative Project Coordinator supports the Creative Operations team in managing the day-to-day workflow of the in-house creative agency. Working closely with the Sr. Creative Operations Manager, content creators, designers, strategists, and both internal and external stakeholders, this role helps ensure creative projects are properly briefed, organized, scheduled, trafficked, reviewed and delivered on time.

The Creative Project Coordinator keeps project information, timelines, assets, feedback and approvals organized throughout the creative process. They are responsible for maintaining accurate project information in Wrike, coordinating project logistics, facilitating communication between teams and helping ensure work meets quality and brand standards before delivery.

This is an ideal role for someone who is highly organized, detail-oriented, proactive and interested in learning how an in-house creative agency operates. The ability to manage multiple priorities, anticipate needs, follow through on details and communicate effectively with both creative and non-creative partners is critical to success.

About Us

ICIMS is a leading enterprise hiring platform that combines the scale and reliability of enterprise software with the transformative power of AI. Thousands of organizations across more than 200 countries and territories trust ICIMS to find and hire the people who shape their future and drive their business forward. Powered by insights from billions of hiring interactions, continuous AI innovation, and a highly extensible platform, ICIMS helps organizations turn talent acquisition into a competitive advantage. For more than 25 years, ICIMS has delivered end-to-end hiring solutions that improve recruiting efficiency, reduce costs and create exceptional candidate experiences.

ICIMS helps solve one of the biggest challenges businesses face today: building a workforce that can adapt, scale, and perform in an increasingly competitive and unpredictable talent market. We uniquely do that by combining enterprise-grade hiring technology, AI-powered insights and automation, and connected talent experiences to help organizations improve hiring outcomes while driving measurable impact.

Responsibilities

• Support the Sr. Creative Operations Manager with the intake and setup of creative projects, ensuring requests contain the necessary information, assets, deadlines, and stakeholders.
• Coordinate the day-to-day movement of creative projects through workflows, including routing work to designers, writers, strategists, and other creative partners.
• Create and maintain project details, schedules, tasks, dependencies, and other project information in our project management software and ensure information remains accurate throughout the project lifecycle.
• Traffic creative work through review and approval cycles, ensuring the right stakeholders receive work at the appropriate stage and that feedback and approvals are captured.
• Facilitate project intake meetings, status meetings, and creative reviews as needed; document action items and follow up on outstanding decisions or deliverables.
• Help consolidate and organize stakeholder feedback so that creative teams receive clear, actionable direction.
• Monitor project timelines and proactively flag potential delays, missing information, conflicting priorities, or other risks to the Sr. Creative Operations Manager.
• Coordinate asset handoffs between internal teams, external agencies, consultants, and vendors as needed.
• Perform quality assurance checks on creative deliverables, including file specifications, required assets, naming conventions, links, copy, and adherence to project requirements and brand standards.
• Maintain organized project files and ensure final creative assets are properly archived and accessible according to agency standards.
• Assist with resource coordination by monitoring workloads and escalating resource conflicts.
• Help prepare project status updates, reports, and other information needed by the Sr. Creative Operations Manager and stakeholders.
• Support the Sr. Creative Operations Manager with administrative aspects of project execution when applicable.
• Help identify opportunities to improve creative workflows, templates, processes, and use of project management and automation tools.
• Develop a working understanding of the creative development process and provide operational support that enables creatives to do their best work.

Qualifications

• 1-2 years of experience in a creative agency, in-house creative team, marketing organization, or related environment; internships or relevant project coordination experience may be considered.
• Bachelor's degree in Marketing, Communications, Advertising, Design, or a related field preferred.
• Experience with project management or workflow software such as Wrike, Asana, Monday.com, Workfront, Trello, or similar platforms preferred.
• Strong organizational skills and exceptional attention to detail, with the ability to manage multiple projects and deadlines simultaneously.
• Excellent written and verbal communication skills, with the ability to communicate effectively with both creative and non-creative stakeholders.
• Comfortable working with creative briefs, project timelines, digital files, and creative review processes.
• Ability to identify missing information, ask clarifying questions, and follow through to ensure projects stay on track.
• Collaborative and service-oriented approach with the confidence to proactively communicate issues and follow up when needed.
• Familiarity with creative tools and terminology, including Adobe Creative Cloud, is a plus.
• Comfortable learning and using AI and automation tools to improve communication, organization, and creative workflows.
• Curious, proactive, adaptable, and eager to learn how creative work gets developed and delivered.

EEO Statement

ICIMS is a place where everyone belongs. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our approach helps us to build a winning team that represents a variety of backgrounds, perspectives, and abilities. So, regardless of how your diversity expresses itself, you can find a home here at ICIMS. We are proud to be an equal opportunity and affirmative action employer. We prohibit discrimination and harassment of any kind based on race, color, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, gender expression, age, veteran status, genetic information, disability, or other applicable legally protected characteristics. If you'd like to view a copy of the company's affirmative action plan or policy statement and/or if you would like to request an accommodation due to a disability, please contact us at [e-mail].

Compensation and Benefits

We accept applications for this position on an ongoing basis until the position is filled. Applications will be reviewed as they are received, and qualified candidates may be contacted throughout the posting period.

The anticipated base pay range for this position is $55,000-$70,000 annually. Final compensation will be based on factors such as relevant experience, skills, education, internal equity, and market data. This range aligns with our commitment to equitable and transparent compensation practices, as required by applicable law.

Competitive health and wellness benefits include medical, dental, vision, 401(k), dependent care, short term and long-term disability, life and AD&D insurance,bonding and parental leave,mindfulness resources,an open vacation policy, sick days, paid holidays,quiet hours each workday, and tuition reimbursement. Benefits and eligibility may vary by location, role, and tenure.Learn more here: https://careers.icims.com/benefits