Marketing Project Coordinator

Ultimate Jet Vacations; Caracas; Presencial; VES 27.710.000 - 42.380.000; Jornada completa

Descripción de la vacante

Ultimate Jet Vacations is seeking a Project Coordinator to own the marketing team's operating system and ensure projects move from kickoff to completion with alignment across teams.

The role focuses on maintaining workflows, meeting deadlines, and driving continuous improvements in project coordination. Strong English communication and multi-time-zone collaboration are essential for success.

Formación

• 1-2 years of experience in Project Coordination, Project Management, Marketing Operations, or a similar cross-functional role.
• Bachelor's degree preferred, or equivalent practical experience.
• Experience managing projects using Asana or comparable project management platforms such as Monday.com, ClickUp, Jira, or Trello.
• Experience working with Notion or similar documentation platforms.
• Strong project planning, workflow management, and documentation skills.
• Experience coordinating multiple projects across cross-functional teams.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills in English.

Responsabilidades

• Maintain the marketing team's project management system across Asana, Notion, and other tools.
• Coordinate project execution across Content, Social Media, Design, Email Marketing, Paid Media, and Co-op Marketing.
• Maintain project timelines, ownership, priorities, dependencies, and deliverables across multiple initiatives.
• Ensure briefs, creative assets, approvals, and handoffs are completed on time.
• Serve as the day-to-day owner of the marketing operating system and reinforce workflows.
• Monitor project health, identify bottlenecks, and escalate risks.
• Recommend incremental improvements to increase visibility and efficiency.
• Maintain documentation and project records for scalable execution.
• Partner with Marketing, Design, Regional Teams, and other stakeholders to align priorities.
• Facilitate kickoffs, status meetings, and follow-ups to ensure alignment.
• Communicate progress, risks, and next steps clearly to leadership.
• Support coordination across multiple time zones with clear ownership.
• Help optimize templates, workflows, and communication processes.
• Identify opportunities to simplify coordination and improve productivity.
• Evolve the operating system as the department grows.
• Leverage AI and productivity tools to improve coordination.

Conocimientos

Project coordination

Asana

Notion

Documentation

Cross-functional collaboration

Educación

Bachelor's degree or equivalent

Herramientas

Asana

Monday.com

ClickUp

Jira

Trello

Notion

Descripción del empleo

Who is UJV?

Planning and managing a 5-star vacation from scratch requires expertise, cleverness, and a genuine passion for detail. That's what UJV is all about. UJV is a service-driven team of experts that work behind the scenes, engineering luxury travel experiences for advisors globally, so they can grow their business and fully satisfy their exclusive clients.

We are the luxury travel advisor’s right hand. How?

• UJV is a team of travel experts that advises and supports luxury travel advisors worldwide.
• We work behind the scenes as allies of top luxury travel advisors, to offer a 5 Star experience for their clients.
• We offer travel advisors the knowledge and tools needed to grow their business and better serve their exclusive clients.
• We offer an experience-centered service based on passion, expertise, integrity
• and attention to detail.
• We are willing to do the hard work in order to see our clients shine.

Role Mission

Great marketing isn't just about creative ideas—it's about flawless execution.

As our Project Coordinator, you'll be the day-to-day owner of the marketing team's operating system, ensuring projects move efficiently from kickoff to completion while keeping everyone aligned along the way.

This role isn't about building new processes from scratch. It's about maintaining and continuously improving the systems already in place, making sure workflows stay organized, deadlines are met, and projects never lose momentum.

If you're someone who naturally brings order to complexity, enjoys keeping teams aligned, and loves seeing projects successfully cross the finish line, we'd love to meet you.

Responsibilities

Project Coordination

• Maintain the marketing team's project management system across Asana, Notion, and other operational tools, ensuring projects remain organized, visible, and up to date.
• Coordinate project execution across Content, Social Media, Design, Email Marketing, Paid Media, and Co-op Marketing.
• Maintain project timelines, ownership, priorities, dependencies, and deliverables across multiple concurrent initiatives.
• Ensure campaign briefs, creative assets, approvals, and project handoffs are completed on time.

Workflow Management

• Serve as the day-to-day owner of the marketing operating system, reinforcing established workflows and ensuring projects continue moving efficiently.
• Monitor project health by following up on outstanding tasks, identifying bottlenecks, and escalating risks before they impact delivery.
• Continuously recommend and implement incremental improvements that increase visibility, consistency, and team efficiency.
• Maintain accurate documentation and project records to support scalable execution.

Cross-Functional Collaboration

• Partner closely with Marketing, Design, Regional Teams, and other internal stakeholders to coordinate priorities and timelines.
• Facilitate project kickoffs, status meetings, and follow-up sessions to ensure alignment across teams.
• Communicate project progress, risks, and next steps clearly to both leadership and project stakeholders.
• Support collaboration across multiple time zones while maintaining clear ownership and accountability.

Process Improvement

• Help optimize project templates, workflows, and communication processes.
• Identify opportunities to simplify coordination and improve team productivity.
• Support the ongoing evolution of the marketing operating system as the department grows.
• Leverage AI and productivity tools where appropriate to improve project coordination and operational efficiency.

Qualifications

• 1-2 years of experience in Project Coordination, Project Management, Marketing Operations, or a similar cross-functional role.
• Bachelor's degree preferred, or equivalent practical experience.
• Experience managing projects using Asana or comparable project management platforms such as Monday.com, ClickUp, Jira, or Trello.
• Experience working with Notion or similar documentation platforms.
• Strong project planning, workflow management, and documentation skills.
• Experience coordinating multiple projects across cross-functional teams.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills in English.
• Comfortable working in a fast-paced environment with multiple competing priorities.

Bonus Points

• Experience supporting marketing, creative, or agency teams.
• Familiarity with campaign production or creative workflows.
• Experience working with distributed or global teams.
• Knowledge of Agile project management principles.
• Experience using AI tools to improve productivity and project coordination.

Who You Are

• You're the person who notices when something is about to fall through the cracks—and fixes it before anyone else sees it.
• You enjoy bringing structure to fast-moving environments and naturally keep projects organized without needing constant direction.
• You communicate clearly, follow through on commitments, and aren't afraid to remind people of deadlines or ask the right questions to keep work moving.
• You don't just manage tasks—you manage momentum.
• Most importantly, you take pride in helping teams stay focused, aligned, and successful.

Why You'll Love This Role

• You'll play a central role in how our marketing team operates every day.
• Working closely with the Head of Marketing and collaborating across multiple departments, you'll help ensure campaigns are delivered on time, communication stays clear, and projects move efficiently from idea to execution.
• Your work will directly improve how the team collaborates, scales, and delivers exceptional marketing initiatives.