Project Management Coordinator

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Project Management Coordinator

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A Project Management Coordinator supports a project team in providing the structure for assigned project and is responsible for managing a given brand or client with oversight by a Project Manager and Account Lead.

Summary of Role

A Project Management Coordinator supports a project team in providing the structure for assigned project and is responsible for managing a given brand or client with oversight by a Project Manager and Account Lead. A Project Management Coordinator will be responsible for communicating relevant project information to the team and in some cases to the client (e.g. status, risk, issues, and deliverables). Also, responsible for planning, organizing and controlling the activities of other Wray Ward disciplines (e.g. Insights, Ideation, Activation) with input from Project Managers and Account Leads in order to ensure the on-time, on-budget delivery of projects. They may also be responsible for the accurate financial management of the projects assigned.

Essential Duties and Responsibilities

Project Planning

  • Keeps project team informed regarding client’s business, needs, expectations, and requirements.

  • Coordinates the project team’s approach, deliverables, schedules and tools to deliver the project within established constraints.

  • Inputs all relevant project information into agency software.

  • Works with project team to estimate costs and timing for tasks such as project strategy, functional design, visual design, technology requirements, etc., utilizing established estimating process and tools.

  • May work with Account Leadership to obtain and document client signoff at key points during project.

Projection Execution

  • Coordinates all activities of the project team and ensures that project tasks are completed by: scheduling and facilitating project-related team meetings (i.e. kick-offs, status, internal/client reviews, etc,), communicating action steps to team, and delivering weekly status reports to project team, the client and management.
  • Develops, maintains, reviews and/or disseminates all project documentation including status reports, invoices, change orders, project schedules, budgets, and post mortem reviews. Ensures that all project documentation is produced in the standard format, follows internal documentation processes and is reviewed and approved.

  • Works with Project Manager/Client Engagement to manage vendor/third party relationships (i.e. such as photographers, stock photo services, and video production).

  • Ensures that deliverables are completed on schedule and that appropriate team members have reviewed deliverables.

Project Monitoring - scheduling, estimating, billing, risk management

  • Monitors project scope and the change control process to ensure that projects are completed according to schedule and within budget; raise issues to Project Managers/Client Partners for guidance.

  • Responsible for raising and maintaining awareness of all project issues and risks and working with appropriate personnel to develop solutions. Raises issues to Account Leads and/or Project Managers for guidance.

  • Manages project financial lifecycle, including estimates, revenue forecasts, invoicing, payables, receivables, etc. raising issues to Account Leads and/or Project Managers for guidance.

  • Works with Creative Resource Manager to ensure that projects are appropriately staffed, including both employee and contract resources.

  • Follows internal processes using Wray Ward agency software and adjusts staffing needs in a timely manner based on project shifts.

Client Communication

  • May sometimes act as a client point-of-contact for all day-to-day project related issues.

Other duties

  • May assist new employees with onboarding and training.

Qualifications

  • 1-3 years of experience coordinating projects, preferably in a consulting or agency environment.

  • Emerging knowledge of one or more of the following: software development life cycles, web technologies, web development processes and the delivery of solutions with creative and engineering components, media and advertising projects, digital strategy projects.

  • Emerging understanding of project management methodology including the ability to identify and resolve issues, manage risk, develop detailed work plans and specifications, perform resource allocations and run team meetings.

  • Must be able to handle multiple, diverse tasks simultaneously.

  • Strong verbal and written communication skills.

  • Strong organizational and time management skills.

  • Strong team player; ability to assist with facilitating teams and clients.

  • Ability to identify problems and develop potential solutions.

  • Emerging Microsoft Office skills.

  • Must have a focus on detail and driving results.

This job description serves as an overall summary of responsibilities for the position outlined. Please note it is subject to change with specific expectations associated with the position.

Candidates must possess authorization to work in the United States, as it is not the practice of Wray Ward to sponsor individuals for work visas. Wray Ward participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States.

Wray Ward is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

Culture Alignment

At Wray Ward, we firmly believe that internal and client relationships are a key to our success. Certain attitudes define how we work and are important in what we seek for our culture and mission. Key Agency attitudes are: