Project Coordinator

Aquent; Philadelphia (Philadelphia County); On-site; USD 42,000 - 62,000; Full time

Job summary

Aquent Project Coordinator is responsible for creating and managing workflow for Aquent Studio, supporting the client’s global marketing communications. You will work with Execution Managers and Operations Managers to ensure smooth traffic from intake through final file release for print and digital projects.

Key duties include opening jobs in RoboHead, tracking budgets and invoicing, version control and QC of final files, with a strong emphasis on clear communication and efficiency in a

Qualifications

• Bachelor’s degree or equivalent experience in a related field.
• Experience in project management, coordination or traffic management in design/creative environments.
• Excellent client service with diplomatic verbal and written communication skills.
• Ability to juggle multiple fast-paced projects under deadlines.

Responsibilities

• Open and manage jobs in RoboHead and track project progress.
• Track budgets, invoices, and report on project status.
• Ensure file management, version control, and QC of final files.
• Collaborate with Execution and Operations Managers to streamline workflow.

Skills

Client service

Communication

Project coordination

Attention to detail

Team collaboration

Budget tracking

Education

Bachelor’s degree or equivalent experience

Tools

RoboHead

MS Office

Workflow management systems

Job description

Reporting to the Project Management Team Lead, the Aquent Project Coordinator will be responsible for creating and managing the workflow, processes and efficiencies for Aquent Studio supporting the client’s global marketing communications. Working with the Aquent Studios team, the PC will work with Execution Managers and Operations Managers to ensure the smooth traffic of projects after intake through final file release. Projects will be both print and digital.

Tasks will include opening jobs in project management tool (RoboHead), project management, tracking and reporting, budget tracking and invoicing, markup of changes, version control and minor QC of final files and regulatory submissions.

The amount of duties and responsibilities in this role is high and, as such, we seek someone qualified to handle the demands and requirements of this role with heavy emphasis on attention to detail, clear communication and efficiency.

Specific Duties:

Project Coordinator:

• Exhibit an excellent customer service attitude at all times, and effectively represent Aquent’s values.
• Develop a keen understanding of the client’s brands standards, file management, and naming protocols.
• Manage the flow of multiple projects concurrently, communicating with the project and account managers, as needed.
• Calculate and finalize rate card estimates and modifiers with precision and accuracy for client billing monthly
• Manage project database(s) and reporting, taking ownership of accuracy of information.
• Demonstrate a high-level understanding of all phases of the design/production process from project inception through final release of files.
• Meet with project managers to discuss status/project updates, workflow, priorities etc.
• Oversee adherence to file structure standards, naming conventions.
• Help identify and define workflow best practices

Qualifications:

• Bachelor’s degree or equivalent experience in a related field.
• Understanding of compliance & regulatory requirements desired.
• Project management, coordination or traffic management experience ideally in a design studio, internal creative department, or agency environment with demonstrated success managing large volume of projects in a fast paced environment.
• Excellent client service skills with strong diplomatic verbal and written communication skills.
• Demonstrated ability to work collaboratively with project teams.
• Experience working under continual deadline constraints with demonstrated ability to juggle multiple quick-turn projects and changing priorities.
• Proficiency with basic MS Office computer applications and workflow management systems.