Project Coordinator

:: DESCRIPTION

We are looking for a marketing and communications professional to join our wonderful SASSO team as a Project Coordinator. If you love planning, timelines, analytics, and organizing and are a great communicator, then this might be the place for you. 

You will be a crucial part of our project trafficking and assist account managers in their daily activities and workload. You will be expected to work collaboratively in a team setting as well as individually to help manage specific tasks across departments. You will be engaged in driving the day-to-day business and communications: setting up projects in our company’s Project Management platform, tracking invoices and payments, helping with training, and managing tasks and timelines across various channels to ensure projects are done on time, on budget, and on task. The ability to think strategically and communicate both written and verbally, as well as being self-motivated, are critical. This position is not just a coordinator of operations but a key player in the structure of how the department should flow.

SASSO promotes an environment where all our employees are continually learning and staying current on the latest marketing trends and techniques to provide the best work for our clients and internal team. This position will work closely with agency leadership, all department heads, employees, and vendors. This position will be counted on to assist in continually adding value to our current processes and procedures.

Employment includes:

• Competitive salary
• Paid Holidays
• Paid vacation
• Sick leave
• Flexible schedule
• Remote work opportunitie
  
• Continuing education
  
• Casual dress code
• Amazing work environment
  
• Room for growth within the agency services
• Generous Healthcare Benefits including 80% monthly premium covered by SASSO
• SASSO 100% covers monthly premium for Dental & Vision
• SASSO provides $50k Life AD&D at no charge to employee
• 401K Program plus Employee Match
• Additional optional benefits
• Flexible lunch schedule
• Team building events

Requirements:

• 2 years of experience in marketing; advertising agency experience preferred
• Bachelor’s degree in mass communication, business administration, or marketing preferred
• A background in advertising, marketing, and communications is a plus
• Excellent written and oral communication skills
• Commitment to working in a team-based environment
• A keen attention to detail and budgetary restraints
• Full awareness of creative processes and techniques – including digital platforms
• Strong strategic, analytical, and organizational skills and the ability to multi-task across multiple platforms and projects
• A proactive attitude, willingness to learn and take initiative
• The ability to work under pressure and tight timelines and assimilate large quantities of information quickly while maintaining attention to detail, drive, and flexibility
• Resilience to enable you to deal with problems and constructive criticism
• Technologically savvy and up to date in all of the latest trends in your area of expertise
• Superior knowledge of CRM management programs. Google and Microsoft Office and Outlook/Outlook Calendars
• Ability to travel, if/when necessary (although very minimal, if at all)

:: ROLE RESPONSIBILITIES (Main Responsibilities)

• Support accounts team to ensure projects are delivered on time and on budget/hours
• Traffick, manage, assign, and communicate/coordinate tasks clearly and with strategic thinking through the CRM or other forms of communication with our staff
• Produce excellent documentation, including SOWs, timelines/schedules, and gantt charts
• Ongoing management of retainer time, project-based projections, and scope of work
• Assist in client meetings when needed and manage agendas and notes/meeting recaps
• Improve operational systems, processes, and best practices for the accounts department
• Ensure projects are on-point and on time and maintain daily/weekly status reports
• Ensures all deliverables (internal, client, and partners) are accurate, on time, and routed through the appropriate departments for approvals
• Develop and manage all assigned project timelines (from internal kick-offs and regular external touchpoints) to keep the team on time with workflow and deliverables (traffic control)
• Adjust daily for timeline changes and ensure capacity is available for execution of said changes to inform Account Managers and Leadership
• Forecast, track, manage, and fulfill project budgets/hours, Pos, and invoices from beginning to end
• Assist in managing, coordinating, and scheduling meetings that arise for the departments when necessary
• Continually formulate strategic and operational objectives and processes to meet and exceed agency growth and operational changes
• Examine financial data and keep a log of invoice schedules (monthly, annually, and project-based scope installments)
• Develop and maintain on-boarding procedures and documents for the all-agency hires, including scheduling and managing the initial three-month hire period
• Ensuring that all aspects of agency work and communication are of superior quality and are conducted in accordance with agency processes and procedures
• Shepherd, develop, and maintain agency policies and procedures (i.e. project charters, creative briefs, media briefs, client intake documents, onboarding documents, employee guides, etc.)
• Undertake administrative tasks (i.e. ordering supplies, planning company events, etc.)
• Proofing and reviewing agency documents throughout the week for consistent and uniform language
  

Expectations:

• Work closely with the accounts department and help workflow continue in a proper setting
• Pay close attention to detail and be able to multi-task across various channels
• Serve as a coach to the agency team, mitigating challenges, removing roadblocks, and identifying opportunities for the team to produce the highest caliber work possible (not to create more problems).
• The role requires flexibility, organization, and the ability to navigate ambiguity and deadlines under pressure and conflicting requests.
• Must have empathy and the ability to represent the client’s perspective.
• Solutions Driven and forward-thinking ALWAYS.