Project Coordinator

Topfolio; Morristown (NJ); On-site; USD 60,000 - 80,000; Full time

Job summary

Topfolio is seeking a detail-oriented project coordinator to support life sciences advertising campaigns in Morristown, NJ. You will manage workstreams, timelines, and kickoff meetings, while keeping stakeholders updated on status and next steps.

You'll collaborate across teams, forecast needs, and ensure accurate time-tracking and workspace setup in routing platforms. Strong communication and organization are essential to deliver quality results on schedule.

Qualifications

• Bachelor's degree in Marketing, Management, Advertising, Communications, or a related field (or equivalent experience).
• 2–3 years of professional experience in a life sciences advertising agency.
• Product launch experience preferred.
• Proficiency with Microsoft Office Suite.
• Proficiency with MacOS.
• Excellent communication, organization, problem-solving, and project management skills.

Responsibilities

• Demonstrate confidence, accountability, and attention to detail in managing workstreams.
• Update daily hot sheets and end-of-day lists.
• Track and maintain weekly internal status reports.
• Organize project kickoff meetings.
• Develop and refine project timelines.
• Communicate project details clearly in writing and verbally across channels.
• Use strong organizational, collaboration, time management, and multitasking skills to manage multiple priorities.
• Forecast project needs and troubleshoot challenges.
• Maintain internal job numbers, billing rates, and related information in time-tracking systems.
• Set up and manage workspaces in digital routing platforms, including new users and file uploads.
• Prioritize workloads across functional team leads to keep projects on track.
• Monitor project routing to team members per agency processes and ensure quality.
• Maintain knowledge of agency processes, platforms, routing procedures, and team roles.
• Understand clients' systems and procedures for tracking projects and deliverables.

Skills

Attention to detail

Workstream management

Organization

Collaboration

Time management

Multitasking

Communication

Education

Bachelor's degree in Marketing/Advertising

Tools

Microsoft Office

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.