Project Manager / Account & Production Coordinator

Poel Group; New York (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

Poel Group in Linden, NJ is seeking a highly organized Project Manager / Account & Production Coordinator to manage daily project flow in a fast-paced branding and marketing agency. You will coordinate with the founder, clients, designers, copywriters, vendors, and media partners to keep work moving from brief to deliverable.

The role emphasizes turning conversations into tasks, deadlines, and clear deliverables while staying calm under pressure and ensuring accountability across teams.

Qualifications

• Experience coordinating projects and accounts in agencies.
• Strong written communication skills.
• Proficiency with Google Drive, spreadsheets, and shared files.
• Ability to track details and follow up consistently.

Responsibilities

• Maintain active project lists and timelines.
• Track deliverables, deadlines, owners, approvals, files, and next steps.
• Update the project management system regularly.
• Follow up with internal team members and outside vendors.
• Identify blocked tasks and escalate when needed.
• Coordinate work across design, copy, video, and printers.
• Help track deposits, invoice requests, and client payment status.
• Translate founder direction into clear next steps.

Skills

Project coordination

Account coordination

Agency experience

Marketing experience

Strong written communication

Project management software

Tools

Google Drive

Spreadsheets

Email

Project management software

Job description

Linden,NJ Role Overview

We are seeking a highly organized, detail-oriented Project Manager / Account & Production Coordinator to help manage the daily movement of projects inside a creative branding and marketing agency. This person will coordinate between the founder, clients, designers, copywriters, video editors, vendors, and media partners to make sure work is assigned, tracked, followed up on, and delivered. The ideal candidate is practical, organized, responsive, and comfortable working in a fast-paced creative environment where priorities can shift quickly. This role requires someone who can turn conversations and loose requests into tasks, deadlines, and completed deliverables. This is a hands-on role for someone who enjoys making order, following up, keeping people accountable, and helping creative work get finished without chaos.

Key Responsibilities

Project Management

• Maintain active project lists and timelines.


• Track deliverables, deadlines, owners, approvals, files, and next steps.


• Update the project management system regularly.


• Follow up with internal team members and outside vendors.


• Identify blocked tasks and elevate when needed.


• Help prevent last-minute scrambles by staying ahead of deadlines.


• Prepare simple project status updates for the founder and team.

Account Coordination

• Communicate with clients regarding project needs, files, approvals, scheduling, and deliverables.


• Clarify client requests and make sure the team understands what is needed.


• Help gather missing materials, logos, copy, specs, feedback, and approvals.


• Track client feedback and ensure revisions are assigned and completed.


• Support proposal preparation, project scopes, and follow-up emails.


• Keep client communication professional, warm, and organized.

Production Coordination

• Coordinate work across design, copy, video, animation, print, media, and digital deliverables.


• Help organize files, assets, links, specs, and final deliverables.


• Coordinate with printers, media outlets, photographers, videographers, editors, and freelancers.


• Make sure final files are checked, shared, uploaded, or sent to the correct place.


• Confirm that deliverables are complete before they go out.

Administrative and Billing Support

• Help track deposits, invoice requests, vendor bills, and client payment status.


• Coordinate with finance/admin staff on what needs to be billed or followed up on.


• Make sure project-related costs and approvals are documented.


• Help keep media buys, production expenses, and client billing organized.

Founder and Team Support

• Receive direction from the founder and translate it into clear next steps.


• Ask clarifying questions when needed, but avoid creating unnecessary bottlenecks.


• Help the founder and team stay focused by keeping tasks, deadlines, and decisions organized.


• Maintain a calm and helpful presence during busy periods.

Ideal Candidate Profile

• Very organized.


• Detail-oriented.


• Reliable.


• Responsive.


• Good at follow-up.


• Comfortable with creative people.


• Able to manage multiple moving parts.


• Calm under pressure.


• Clear in communication.


• Practical and solutions-oriented.


• Respectful, humble, and team-minded.

Required Skills and Experience

• Experience and skills Project coordination or account coordination experience preferred.


• Agency, design, marketing, media, production, or nonprofit campaign experience is a plus.


• Strong written communication skills.


• Comfort with project management software, Google Drive, spreadsheets, email, and shared files.


• Ability to track details and follow up consistently.


• Basic understanding of invoices, estimates, deposits, and vendor coordination.


• Ability to communicate with both clients and internal creative staff.

Personality Fit Best fit

• This role is best for someone who enjoys being the person who keeps everything moving.


• They should be comfortable saying: “I’ll take care of it,” “Here’s what’s still open,” “This is waiting on approval,” “This needs to be assigned,” and “We need the client to send this before we can continue.”


• Possible Enneagram fit: healthy Type 1, 2, 6, or 9.


• Possible Myers-Briggs fit: ISFJ, ESFJ, ESTJ, ISTJ, or ENFJ.

Success Looks Like Outcomes

• Projects are clearer.


• The team knows what is expected.


• Clients receive more consistent updates.


• Tasks stop falling through the cracks.


• The founder gets fewer small interruptions.


• Deadlines are tracked earlier.


• Files, approvals, and feedback are easier to find.


• The studio feels more organized and less reactive.

Positioning

This is the more practical day-to-day PM/account coordination profile. This person should not be expected to fully replace a senior founder-side operator, but they can absorb a large amount of production, follow-up, client coordination, and task movement.