Epicosity: Production Coordinator

AAF-SD; South Dakota; Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical, dental and vision benefits

Paid time off

401k Program

Flexible hybrid employment model

Job summary

An award-winning agency in South Dakota is seeking a Production Coordinator to oversee project operations. In this role, you will manage schedules, coordinate with internal teams, and ensure smooth workflows across departments. The ideal candidate will be proficient in Workamajig and HubSpot, have excellent communication skills, and be capable of multitasking various projects. Join a positive and resourceful environment focused on client success and team collaboration.

Qualifications

• Working knowledge of agency and web development workflows.
• Basic understanding of web design, development, or SEO concepts.
• High sense of personal accountability and ownership of projects.

Responsibilities

• Monitor project schedules daily to ensure projects stay on track.
• Coordinate with Account Executives to set up projects correctly.
• Manage project handoffs and transitions between departments.

Skills

Proficient in Workamajig

Excellent communication skills

Ability to multitask

Strong interpersonal skills

Tools

HubSpot

Job description

If you’re looking for a career with an award-winning agency and get excited about helping clients reach their goals then Epicosity might be a fit for you!

Epicosity is a full-service advertising agency that guides our clients and staff on a journey to awaken their inner champion. A few things about us:

Our services include branding, digital, web, video, and media offerings

Our work has won awards locally, regionally and nationally

We offer a great work environment, friendly co-workers, and an intentionally positive culture

We have clients in approximately 25 states across the country

We’ve been recognized as one the Midwest’s best places to work by Prairie Business Magazine

Epicosity has a robust compensation package which includes

Full medical, dental and visions benefits

Paid time off

A 401k Program

A flexible hybrid employment model, including work from home, at the office, or fully remote

JOB DESCRIPTION

The Production Coordinator will play a critical role in ensuring the smooth operation of projects within the agency. This role will involve close collaboration with the Account Executive and internal teams to monitor project budgets and schedules, identify potential issues, manage project handoffs and transitions, and facilitate the development of estimates and selection of vendors for print and production work.

YOUR PRIMARY RESPONSIBILITIES

Project Monitoring and Management

Monitor project schedules daily through the agency dashboards to identify potential issues and ensure projects stay on track.

Address and resolve project-related issues in a timely manner.

Coordinate with Account Executives to ensure all projects are set up correctly in the system to effectively move projects through the agency funnel.

Ensure all project details, including goals, objectives, KPIs, and deadlines, are accurately represented in the project management system

Support web team in project management duties, including participating in daily and weekly web huddles, creating and maintaining project schedules, coordinating resources across web designers and developers, and acting as a communication bridge between internal teams and stakeholders to keep web, mobile, application, and HubSpot platform projects on track.

Workflow Coordination

Manage project handoffs and transitions between different departments, ensuring smooth workflows and effective communication.

Coordinate with the Account Executive and internal teams to ensure all project tasks are completed on time and to the required quality standards.

Facilitate regular production meetings with internal teams to discuss project progress and address any concerns, such as high or low workloads, late tasks that need quick turn, recommendations for agency outsource.

Proactively identify, troubleshoot, and resolve bottlenecks in development and deployment workflows, escalating risk factors to the VP of Operations when needed to protect project outcomes and client satisfaction.

Own the web request intake and triage process: receive project briefs from Account Executives, assess completeness and clarity, flag gaps before work enters the queue, and route requests to the appropriate web team resources for scoping and sprint planning.

Web Project Management

Coordinate and allocate tasks to web designers, developers, and QA testers, ensuring each team member has the resources and clarity needed to successfully deliver web, mobile, and application projects.

Manage daily, weekly, and sprint-based development activities, maintaining web project schedules and ensuring all milestones align with client timelines and agency delivery standards.

Translate Workamajig project data into sprint-ready work items for the web team, and maintain accurate status back in Workamajig so that project records, budgets, and timelines reflect the reality of active development work.

Serve as the primary communication bridge between web team members and stakeholders, providing regular project status updates, managing expectations, and ensuring alignment across all parties throughout the project lifecycle.

Resource and Production Management:

Monitor day-to-day project activities and resource utilization to identify potential underutilization or overutilization.

Work with the AE and Operations Team to address and solve resource-related issues proactively.

Alert the VP of Operations to any potential concerns or issues with meeting key client deliverables due to resourcing.

Work with department heads on key outsource opportunities and create a robust vendor list based on skill / deliverables needed.

Facilitate the development of estimates and selection of vendors for print and production work, ensuring all project costs are accurately represented.

Support account management team with campaign and project set up to ensure that client work gets added into the system quickly and accurately.

Requirements:

Proficient in Workamajig and HubSpot (both CRM and web/marketing platform)

Working knowledge of agency and web development workflows, digital project lifecycles, and basic understanding of web design, development, or SEO concepts to effectively coordinate with technical teams.

Excellent communication skills, both written and verbal.

Ability to multitask and manage various projects simultaneously.

Strong interpersonal skills with a proactive and responsive approach to communications and actions.

High sense of personal accountability and ownership of projects.

Resourceful and intelligent, with a strong sense of urgency.

Ability to work independently and as part of a team.

Professionalism, competence, and confidentiality in all situations.