Project Coordinator

Title: Project Coordinator 

Company/Location: Biolumina / New York, NY 

Department/Discipline: Project 

Description - 

The Project Coordinator is responsible for organizing, monitoring and routing all jobs through the agency for his/her account(s).  He/she keeps all team members informed of the status of their respective jobs and ensures all jobs are following the agency’s Job Flow Process (JFP). The Project Coordinator handles aspects of regulatory submissions and financial tracking. He/she is responsible for organizing and maintaining the project management archives. 

Primary Job Responsibilities - 

• Coordinate job flow/creative process within the Agency in an organized and efficient manner, which includes: 

• Open job number and job site on blink when requested from account service 

• Prepare and maintain job jacket to reflect accurate job history 

• Setup and attend all start-up meetings 

• Develop timelines with input from relevant departments 

• Update timelines based on client and/or internal changes (keeping accurate timelines throughout the life of a job is extremely important) 

• Remind the team of upcoming due dates and alert the other team members if agreed upon due dates are not going to be met, both internally and externally 

• Ensure timely development of color breaks and spec sheets by coordinating with 

• Production and Art Director prior to pre-mechanical meetings 

• Schedule and attend pre-mechanical meetings for every print job.  Ensure all relevant materials (including the job jacket) are brought to the meeting and be able to provide timing from mechanical to release 

• Route jobs through all relevant departments and secure signatures at all stages of the job 

• Monitor and assist team members in following the JFP (keep documentation of any skipped steps/signatures) 

• If procedures are not followed, alert the Director of Project Management 

• Demonstrate proficient use of EAS for timesheets and financials 

• Create and input estimates, PO’s and TO’s 

• Review weekly estimate vs. actuals report 

• Submit accurate timesheets on a daily basis 

• Demonstrate proficient use of blink 

• Prepare and submit jobs for regulatory review 

• Develop and distribute the daily and nightly internal status reports (daily by 9:30 am and nightly by 4pm) 

• Coordinate and run weekly status meetings 

• Attend client status meeting and develop/distribute client status report to Account Services 

• Attend client calls and create client contact report (CCR) and send to Account Services 

• Monitor jobs and alert team to possible delays/issues, assure open communication among team members 

• Maintain organized email archives 

• Develop knowledge of Client's process/procedures and the people involved--and interact appropriately 

• Assist peers when workload permits 

• Perform other job-related tasks as assigned by the Director of Project Management 

• Archive/file all completed job jackets 

• Maintain an organized and clean file room 

• Work with office services and the Director of Project Management to send archived jobs off- site 

Additional Responsibilities 

• Communicate effectively and professionally 

• Demonstrate ability to set priorities while handling multiple projects 

• Remain calm despite high pressure situations 

• Project a professional, positive attitude toward peers and clients 

• Foster a positive team atmosphere and establish credibility 

• Ensure that all materials produced are accurate by assuring that the quality control steps are not skipped in the Job Flow Proces 

• Help develop ideas to make the project management department and the agency run more efficiently 

Qualifications 

• College degree 

• Experience in a professional work environment 

• Excellent written and oral communication skills 

• Detail oriented 

• Ability to handle multiple projects and deadlines 

• Positive/helpful attitude 

Biolumina’s Values 

• Open Mind 

• Always ask why—of your teammates, your clients, and yourself. And don’t stop there—keep asking questions 

• Be respectful of others’ ideas, opinions, and diverse backgrounds 

• Be flexible and adaptive to new ways of doing things 

• Brave Heart 

• Speak your mind…and your heart 

• Courageously step forward to try something new and help others to do the same 

• Be brave enough to defend your opinions—and brave enough to change them 

• Ready Hands 

• Be proactive and push things forward 

• Reach out to offer help and raise your hand to ask for help 

• Go out of your way to show gratitude 

The range below represents the low and high end of the base salary someone in this role may earn as an employee of an Omnicom Health Group company in the United States. Salaries will vary based on various factors including but not limited to professional and academic experience, training, associated responsibilities, and other business and organizational needs. The range listed is just one component of our total compensation package for employees. Salary decisions are dependent on the circumstances of each hire. 

• $45,000 - $59,500