Project Coordinator

At TA Resources we've re-imagined traditional staffing and HR outsourcing with Small Businesses in mind. Focusing on what makes our clients unique, we match them with the talent they need to continue to grow. We are currently searching for a Project Coordinator for our client located in Libertyville, IL.

Our client is not just a fragrance and flavor house; they are the pioneers of perfumery, taste, and malodor abatement excellence. Their cutting-edge technology and trendsetting creations are poised to captivate your senses like never before.

If you possess a discerning nose, an appreciation for the artistry of perfumery, and an unquenchable thirst for extraordinary scents, your dream opportunity has arrived! Join us at Belle Aire Creations and be part of a journey where imagination knows no bounds, and scent becomes an unforgettable experience.

Job Description:

The Project Coordinator will work directly with top-tier sales executives, clients, and supporting business departments to drive company growth by increasing effective business activity and opportunities. Project Coordinator role is essential in delivering best-in-class response times with our sales executives, supporting teams, and clients. The Project Coordinator will play an integral part in managing the flow of marketing and sales information from the point of project brief entry through final fragrance selection, coordinating components and marketing materials, packaging, regulatory documents, tracking on time shipments and following up on project briefs to measure the BAC success (hit) ratio.

The Project Coordinator will help guide and direct current procedures that foster efficiency, enter information into our customer resource management system, and communicate project brief progress with executive management. You will support the creative process alongside the sales executive team, fragrance development, R&D, applications, logistics, customer service, regulatory, and quality control.

The Project Coordinator role can be a path to an inside or outside sales position. This position may require travel to market events or accompanying a significant client visit with a primary sales executive. Attention to detail, excellent communication, a sense of urgency, and the ability to forecast future needs of the client or sales executive is a must to be successful in the position.

Job Responsibilities:

• Account Executive (AE) & Internal Support
• Own the entry of Project Briefs for direct supporting sales executives.
• Provide support in entering and tracking timelines and final ship dates of Project Briefs
• Support any additional meeting needs in conjunction with Marketing and Fragrance Development
• Monitor the status, progress, and deadlines of all ongoing projects by aligning on timeline in Project Briefs directly with Fragrance Development and Marketing
• Provide tracking information and project timeline updates to customers
• Attend kick off meetings and provide a summary of actionable items to all stakeholders following the meeting. Schedule all follow up meetings confirming calendars align. Enter meaningful insights into CRM to help other departments understand the new client.
• Keep AEs informed with clear updates on project stages, delays, or completions.
• Coordinate Regulatory documentation required for project briefs
• Assist in meeting preparation (agendas, recaps, follow-ups)
• Track win/losses by establishing monthly recaps with direct sales executives to document win/loss on project briefs
• Report to sales executives and executive leadership increases and decreases in project brief activities

Engagement

• Attend client meetings and participate in email correspondence as a sales executive partnership
• Send scheduled marketing materials, trend insights, or seasonal collections to clients to inspire briefs and spark development conversations.
• Coordinate sampling, presentations, and follow-ups to ensure clients receive seamless experience.

Opportunity Tracking & Reporting

• Track the frequency of project briefs submitted per client.
• Report increases, decreases, or gaps in client engagement, offering insights to the AE.
• Track project wins, lost opportunities, and reasons for outcomes.
• Share new engagement ideas (e.g., creative mailers, personalized scent boxes, or digital trend showcases) tailored to client needs.
• Performs other duties as assigned.

Required Education and Experience:

• A bachelor's degree is required.
• 2-4 years relevant experience in Client Service, Sales, Marketing, or another similar field.
• Excellent ability to work with others.
• Must possess extreme attention to detail.
• Extremely organized and able to multi-task.
• Deadline oriented with the ability to work well under pressure.
• Excellent Excel capabilities. Advanced Word and PowerPoint capabilities

Cognitive (Reasoning):

• Apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Interpret a variety of instructions furnished in written, oral, visual, or schedule form.

Communication:

• Vocalize and explain detailed data and problem-solve, both in-person and by telephone.
• Must have Excellent communication skills (both verbal and written).
• Compose routine correspondence on own initiative.
• Make comprehensive notes in English.
• May involve a large volume of such composition.
• Must have the ability to work well under pressure.

Physical Capabilities

• Strength (lifting, dexterity, repetitive motion):
• Must be able to lift 15lbs onto waist high shelves.
• Must be able to lift and carry a min of 15lbs.

Compensation:

• Competitive market-based salary; commensurate with experience
• Competitive benefit package and 401(k) match

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person