Project Coordinator

Role: Project Coordinator

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Salary: $45K - $55K + Overtime

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At The Value Builders, our Project Coordinator is an entry-level role within our Project Management team. You’ll provide operational support on a daily basis to your assigned account, assisting with the day-to-day needs of the team in any way possible. The Project Coordinator supports the Project Manager in ensuring the smooth flow of all jobs from inception to completion, while learning all about our agency process.

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Responsibilities:

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• Handle all jobs from inception to completion
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• Learning and understanding the BIG PICTURE of the agency operations and how they correlate with clients' SOP/Guidelines
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• Assigning and entering job numbers in the current working financial system
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• Initiating job folders and including all necessary forms
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• Following through on all jobs from inception to completion. Includes tracking of materials and communicating amongst team members while enforcing SOP
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• Maintaining efficient folders
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• Left Pocket: Refs/Job Initiation form/Client Changes/All pertinent information
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• Right Pocket: All rounds of changes in chronological order. The job record form should be attached, with a paper clip, on the front of the latest printout. Spec Sheets should be stapled to the Job request form.
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• Develop timelines for individual projects and ensure all departments are given ample time to complete their required task(s)
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• File and purge job folders on an as-needed basis
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• Create and maintain the Job initiation/Estimate Binder for each product
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• Distributing all printed samples to the core team and creating/maintaining Printed Sample Binders
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• Updating and distributing weekly status reports and daily hot sheets
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• Responsible for creating and maintaining project management job files on the server
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• Ensuring that each department has ample coverage to complete job expectations
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• Constant knowledge of job file and folder location
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• Ensuring job folder checklists are being signed off by the appropriate parties and stages, in addition to ensuring that dates are entered onto the job folder checklist for all submissions and returns
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• Executing applicable routing procedures for all jobs
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• Ability to simultaneously handle multiple clients and projects
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• Easily adaptable to changes in product teams and workflow
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• Ensuring the job submission package to the client is complete based on client guidelines/requirements
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• Documenting events that occur while routing and submitting each job
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• Ensuring all team members sign off on a job prior to client submission
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• Constant updating and communicating to respective departments regarding progress of jobs, workflow, and problems
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• Executing internal “approvals and securities” by ensuring team members are fulfilling their respective tasks (i.e., GS mechanical set-ups are completed, working comp has been constructed, Spec sheets are completed and updated, simultaneous routing of jobs for consistency, etc.)
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• Managing up. Keeping the Project Manager up to speed on all daily account activities and concerns
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• Orchestrate and execute status meetings to ensure that everyone understands their roles and responsibilities to meet timelines
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• Complete time sheets in a timely manner
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Qualifications

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• Bachelor's Degree
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• Prior print “Traffic” background in an advertising agency preferred
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• Strong organizational skills and follow through a must
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• Strong interpersonal communication skills
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• Knowledge of Mac/PC environment
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• Strong motivational skills
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• Proactive
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• Team oriented
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