Project Management Coordinator

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Project Management Coordinator

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A Project Management Coordinator provides support for assigned accounts and projects under the guidance of the project manager teammates.

As they gain experience and acumen, they will be asked to lead teams and take responsibility for managing portfolios of projects. The Project Management Coordinator (PMC) is responsible for communicating relevant project information to their teams as well as clients (e.g., status, risk, issues and deliverables). In time, the PMC will serve as the connecting thread between all Wray Ward disciplines (e.g., Insights and Brand Strategy, Creative, Connections) with input from the Project Management and Resourcing Executive Director, senior team leaders and client business directors to ensure the delivery of better performing work that is on time, is on budget and meets expectations.

Essential Duties & Responsibilities as Project Management Coordinator

Project Planning

  • Keep the project team informed regarding the client’s business, needs, expectations and requirements

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

  • Input all relevant project information into agency software

  • Work with the project team to estimate costs and timing for tasks such as project strategy, functional design, visual design and technology requirements using established estimating process and tools

  • May work with account leadership to obtain and document client signoff at key points during the project

Projection Execution

  • Coordinate all activities of the project team and ensure project tasks are completed by scheduling and facilitating project-related team meetings (kickoffs, status, internal/client reviews, etc.), communicating action steps to team and delivering weekly status reports to project team, the client and management

  • Develop, maintain, review and/or disseminate all project documentation, including status reports, invoices, Change Orders, project schedules, budgets and postmortem reviews

  • Ensure that all project documentation is produced in the standard format, follows internal documentation processes, and is reviewed and approved

  • Work with project managers/Client Engagement to manage vendor/third-party relationships (e.g., photographers, stock photo services and video production)

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

Project Monitoring: Scheduling, Estimating, Billing, Risk Management

  • Monitor project scope and the change control process to ensure projects are completed according to schedule and within budget, raising issues to project managers/client partners for guidance

  • Be responsible for raising and maintaining awareness of all project issues and risks and working with appropriate personnel to develop solutions, raising issues to client business directors and/or project managers for guidance

  • Manage project financial life cycle, including estimates, revenue forecasts, invoicing, payables and receivables, raising issues to client business directors and/or project managers for guidance

  • Work with the Resourcing department to ensure projects are appropriately staffed, including both employee and contract resources

  • Follow internal processes using Wray Ward agency software and adjust 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

Additional Responsibilities

  • May assist new employees with onboarding and training


  • 1-2 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 and 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 with the ability to help facilitate teams and clients

  • Ability to identify problems and develop potential solutions

  • Emerging Microsoft Office skills

  • Must have a focus on detail and driving results

  • Bachelor's degree

  • Must be Charlotte-based or willing to relocate

  • Ability to be onsite Tuesdays, Wednesdays, and Thursdays

Our Mission

Day in and day out, we will passionately create the most innovative, engaging and effective work in the home category — we will live it, we will breathe it and we will own it.

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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: