The Project Coordinator is responsible for supporting the successful delivery of projects around website content updates that launch under embargo to tight client dates, working closely with cross-functional, multi-project teams to ensure deliverables are completed on time and on budget, according to defined scope and timeline.
They will help build project plans and schedules, oversight of all project activities toward these objectives, applying technical, theoretical, and managerial skills to meet project requirements while fostering strong professional relationships, that include track progress, identify needs, support day-to-day project activities and foster relationships across team.
You Will:
- Assist in development, maintenance and execution of project plans throughout the life of assigned project(s)
- Contribute to continual process and people management innovation, supporting effective delivery of solutions
- Support the team by reviewing project briefs and Data Decks and turning them into clear deliverables, timelines, and requirements.
- Learn how to use existing PMO practices and templates to support building accurate project timelines, outlining key activities and dependencies (Data Deck receipt, design, authoring, QA, UAT, embargo lift and launch) to help ensure projects are delivered on time and stay on track. Provide team with clear communication on the upcoming milestones
- Track client and partner turnaround against agreed timelines (for example, 48-hour feedback and up to 2 business days for major deliverable reviews) and flag slippage early
- Keep hours, budget and change request (CR) logs accurate, and prepare inputs for monthly hours reconciliation with the client
- Observe financial and resourcing processes and practices, actively participate in resourcing planning and maintenance of accurate bookings across design, authoring, QA and technology, ensure timely updates in internal systems, and communicate changes as needed
- Assist in acquiring appropriate resources to meet project needs
- Assist in planning and managing internal and external project communications, including drafting clear status updates and escalation emails for Project Manager review, flagging risks or issues early, and collaborating with senior team members on solutions.
- Assist in identifying, analyzing, prioritizing, mitigating and communicating project risk.
- Coordinate QA and UAT rounds with the team, tracking fixes and sign-off
- Follow embargo procedures for access, file handling and distribution lists
- Assist with scheduling and organizing internal meetings, capturing notes, feedback, and tackling timely recaps and follow-ups
- Review meeting notes, identify what’s relevant for your team, and flag questions, blockers, or changes to senior team members.
- Prepare status updates and, when needed, join internal meetings to share progress, and align on next steps.
- Support Delivery and Account teams by helping document deliverables, and timings, and checking that details are accurate and up to date.
- Help keep project trackers (e.g., hot sheets, schedules) current by updating relevant items and following up on action items with guidance.
- Work closely with senior Delivery team members to learn best practices and contribute to cross-tactic coordination and problem-solving within your role.
Who You'll Work With
You'll report to a Project Manager and work alongside design, content authoring, QA and technology leads, supporting communication with Nissan and INFINITI teams. Some weeks, especially around launch and embargo dates, the pace and pressure rise and plans change. You won't handle those weeks alone.
You Have:
- Bachelor’s Degree or equivalent experience
- Foundational project coordination skills (schedules, dependencies, trackers)
- Exceptional attention to detail and organization; able to prioritize effectively in fast-paced, cross-functional environments
- Clear and confident communication — written and verbal — able to interface across disciplines and flag risks early
- Comfortable using approved AI tools (e.g., Microsoft Copilot) within client confidentiality rules, for tasks such as summarizing content, drafting communications, or analyzing data
- A strong sense of ownership and initiative — consistently raises their hand to take on responsibility and drive work forward
- Ability to adapt quickly to change and thrive in evolving environments with shifting priorities
- Comfortable with changing dates, changing directions and high-pressure periods, staying organized and communicating clearly when the work gets demanding
- Strong critical thinking and problem-solving skills
- Comfort calling out risks, asking thoughtful questions, and pushing for clarity or alignment
- A curious and growth-oriented mindset, open to learning new disciplines, tools, and ways of working
- Working knowledge of Excel and Teams/Outlook. Familiarity with Workfront and Jira is a plus; training provided.
- A teachable, coachable, “can-do” attitude and a collaborative team mindset
- Experience or interest in website or content production (CMS, vehicle or product pages)
- Comfortable handling confidential, embargoed information and following strict access protocols
- Able to work Eastern time, Monday to Friday, around Canadian holidays
What We Offer
- Global maternity and parental leave
- Competitive benefits packages
- Vacation, compassionate leave, wellness days, and flex days
- Diversity and Inclusion Board with 12 affinity groups
- Internal learning and development programs
- Enterprise-wide employee discounts
At Critical Mass, we value our employees and offer competitive compensation and benefits packages. If you’re looking for a challenging and rewarding opportunity to make a significant impact on the lives of our employees, we encourage you to apply for this exciting position today!
The Talent Team at Critical Mass focuses on providing the best training, onboarding, and employee experience possible! Our new hires & employees are the future of our organization, and we want to set you up for long-term success. In an effort to do so, we expect our team to work from an office a minimum of 3 days a week.
Critical Mass is an equal opportunity employer.
Critical Mass uses artificial intelligence in our recruitment process to enhance job postings, filter keywords during the review of prospective candidates, and, in some cases, transcribe interviews with our recruiters. Human review remains central to the process, and all hiring decisions are ultimately made by our team.
The Critical Mass Talent Acquisition team will only communicate from email addresses that use the URLs criticalmass.com, omc.com and us.greenhouse-mail.io. We will not use apps such as Facebook Messenger, WhatsApp, or Google Hangouts for communicating with you. We will never ask you to send us money, technology, or anything else to work for our company. If you believe you are the victim of a scam, please review your local government consumer protections guidance and reach out to them directly.
If U.S. based: https://www.consumer.ftc.gov/articles/job-scams#avoid
If Canada based: https://www.canada.ca/en/services/finance/consumer-affairs.html
If U.K. based: https://www.gov.uk/consumer-protection-rights
If Costa Rica based: https://www.consumo.go.cr/educacion_consumidor/consejos_practicos.aspx
Skills Required
- Bachelor's degree or equivalent experience
- Foundational project coordination skills, including schedules, dependencies, and trackers
- Exceptional attention to detail and organizational skills
- Ability to prioritize effectively in fast-paced, cross-functional environments
- Clear and confident written and verbal communication skills
- Ability to identify and flag risks, blockers, and issues early
- Comfort using approved AI tools within client confidentiality rules
- Strong ownership, initiative, critical-thinking, and problem-solving skills
- Ability to adapt to changing dates, directions, and priorities
- Ability to work effectively during high-pressure periods
- Working knowledge of Excel and Teams/Outlook
- Familiarity with Workfront and Jira
- Experience or interest in website or content production, including CMS or product pages
- Ability to handle confidential, embargoed information and follow strict access protocols
- Ability to work Eastern Time, Monday through Friday, around Canadian holidays
- Ability to work from an office at least three days per week
What We Do
We’re Critical Mass. We are 2,000 inspired humans across 14 offices, setting the right path—not just the next one—for our clients, their customers, and our own colleagues. We work with the best, Apple, Adobe, BMW, Nike, Diageo, Airbnb, BNY and many more, to power connected ecosystems that make brands stand out by driving performance with data, technology, AI, creative and media. We’re a global marketing agency founded in Canada, but digital is our home. If you know us, then you know we’re a special place that attracts big talent and tiny egos. We’re driven, uncompromising and we live our values. We’re Critical Mass, but our friends call us CM. Learn more at criticalmass.com.
