Project Coordinator

Job title: Project Coordinator
Job location: Mettawa, IL (3 days onsite, 2 days remote)
Job duration: 12+ months

PRIMARY FUNCTION / PRIMARY GOALS / OBJECTIVES
The Project Specialist supports the Project Manager in the planning, scheduling, coordination, and execution of all projects (print and digital) within *** Ad Agency (A3). This role helps maintain project momentum by coordinating daily activities, tracking deliverables, preparing documentation, and supporting communication across internal teams and brand stakeholders to help ensure projects stay on schedule, on budget, and on strategy.

PROJECT/PROCESS MANAGEMENT
" Develop project schedules, allocate resources and communicate project status and schedules to all key stakeholders and ensure deliverables and key milestones are met on time and within budget
" Manages administrative tasks, like maintaining status reports and timelines, as directed by the Project Manager
" Captures and distributes key meeting discussion points, action items and next steps during status meetings with internal teams and clients
" Set up and manage routes for projects through the internal agency approval process (Kantata, Workfront)
" Understand the Medical/Legal/Regulatory (Veeva) review process and prepare all assets and documentation for submission and review in accordance with *** Promotional Material Review Process
" Coordinate interactive resources with studio/programming/creative leads
" Create, compile, and maintain project and department documentation as needed (technical documentation, server folder structure, spec sheets, estimate tracking, etc.)

FINANCIAL MANAGEMENT
" Track time daily
" Assists with monitoring and reporting project financial status
" Adherence to all company-wide financial policies

KNOWLEDGE / SKILLS
" Understand *** promotional guidelines including, but not limited to, corporate branding, promotional material development, Veeva PromoMats review and corporate compliance
" Understand the Agency Workflow Process including project initiation and kickoff, collaboration, necessary approvals, production and archiving
" Demonstrate clear and concise written and verbal communication skills
" Demonstrate the ability to prioritize and multi-task to enhance productivity and manage workload
" Possess ability to work in a high-volume, rapidly paced environment
" Proficiency using the Client Suite of products (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and other systems (Kantata/Mavenlink, Workfront)

ACCOUNTABILITY / SCOPE
" Reports to their assigned *** Ad Agency manager
" Partners with creative team on project initiatives

QUALIFICATIONS
" Bachelor degree required
" Prefer project management experience managing similar workloads
" 0-1 years of ad agency experience preferred (minimum); project management and pharmaceutical experience a plus
" Strong attention to detail and excellent communications skills: verbal, presentation, written
" General understanding of project lifecycles (print or digital) and different project management methodologies/styles
" High energy, positive, organized individual who is comfortable in a high-visibility role
" Great collaborator with ability to focus on both the big picture and small details