Project Coordinator

Topfolio; Morristown (NJ); On-site; USD 52,000 - 66,000; Full time

Job summary

Topfolio in Morristown, NJ is seeking a detail-oriented Project Coordinator to manage assigned workstreams, kickoff meetings, timelines, and cross-functional coordination. You will update daily sheets, track status, and communicate clearly across channels.

The role requires strong organizational and multi-tasking skills, ability to forecast needs, and maintain internal numbers, billing rates, and routing entries within agency platforms to ensure projects stay on track.

Qualifications

• Bachelor’s degree in Marketing, Management, Advertising, Communications, or a related field; equivalent professional experience may be considered.
• 2–3 years of professional experience within a life sciences advertising agency.
• Product launch experience preferred.
• Strong proficiency with Microsoft Office Suite.
• Proficiency with MacOS operating systems.
• Excellent communication, organization, problem-solving, and project management skills.

Responsibilities

• Demonstrate confidence, accountability, and strong attention to detail when managing assigned workstreams.
• Updating daily hot sheets and end-of-day (EOD) lists
• Tracking and maintaining weekly internal status reports
• Organizing project kickoff meetings
• Developing and refining project timelines
• Communicate project details clearly and effectively, both verbally and in writing, including current status, immediate next steps, deliverables, and project updates across various channels.
• Apply strong organizational, collaboration, time management, and multitasking skills to manage multiple priorities effectively.
• Think strategically and proactively to forecast project needs, troubleshoot challenges, and identify immediate, effective solutions.
• Own the creation and maintenance of internal job numbers, billing rates, and related information within internal time-tracking systems, ensuring alignment with approved scopes of work.
• Own the creation and maintenance of workspaces within digital routing platforms, including setting up new users, opening workspaces, updating workflows, and managing file uploads and maintenance.
• Prioritize and manage workloads across functional team leads to ensure projects remain on track.
• Track and monitor project routing to appropriate team members, adhering to Agency processes and ensuring quality control.
• Demonstrate comprehensive knowledge of Agency processes, platforms, routing procedures, and the roles and responsibilities of internal team members.
• Maintain a thorough understanding of Clients’ systems and procedures for tracking projects, submissions, and related deliverables.

Skills

Attention to detail

Time management

Organization

Communication

Project management

Problem-solving

Collaboration

Strategic thinking

Multitasking

Forecasting

Education

Bachelor’s degree in Marketing, Management, Advertising, Communications, or a related field

Equivalent professional experience

Tools

Microsoft Office Suite

MacOS

Job description

• Demonstrate confidence, accountability, and strong attention to detail when managing assigned workstreams.
• Updating daily hot sheets and end-of-day (EOD) lists
• Tracking and maintaining weekly internal status reports
• Organizing project kickoff meetings
• Developing and refining project timelines
• Communicate project details clearly and effectively, both verbally and in writing, including current status, immediate next steps, deliverables, and project updates across various channels.
• Apply strong organizational, collaboration, time management, and multitasking skills to manage multiple priorities effectively.
• Think strategically and proactively to forecast project needs, troubleshoot challenges, and identify immediate, effective solutions.
• Own the creation and maintenance of internal job numbers, billing rates, and related information within internal time-tracking systems, ensuring alignment with approved scopes of work.
• Own the creation and maintenance of workspaces within digital routing platforms, including setting up new users, opening workspaces, updating workflows, and managing file uploads and maintenance.
• Prioritize and manage workloads across functional team leads to ensure projects remain on track.
• Track and monitor project routing to appropriate team members, adhering to Agency processes and ensuring quality control.
• Demonstrate comprehensive knowledge of Agency processes, platforms, routing procedures, and the roles and responsibilities of internal team members.
• Maintain a thorough understanding of Clients’ systems and procedures for tracking projects, submissions, and related deliverables.

QUALIFICATIONS

• Bachelor’s degree in Marketing, Management, Advertising, Communications, or a related field; equivalent professional experience may be considered.
• 2–3 years of professional experience within a life sciences advertising agency.
• Product launch experience preferred.
• Strong proficiency with Microsoft Office Suite.
• Proficiency with MacOS operating systems.
• Excellent communication, organization, problem-solving, and project management skills.