Project Coordinator full-time

As a Project Coordinator, you are the administrative backbone of the artistic teams.  You triage and divert communications during the day so that our Studio Directors and their respective teams are able to concentrate at the work that only they can do: the art.  Your number one job is to manage the administrative side of the production pipeline.  This is composed of four main elements: communications, time management, budget, and documentation.

Communication

When it comes to communication, your role as Project Coordinator is to triage all incoming calls and emails in order to allow the Studio Directors and their teams to have concentrated work periods.  However, should you deem any call or email to need immediate attention, you will alert the Studio Director so that they can deal with it.  Otherwise, you will provide executive project summaries of incoming communications twice a day.  You will also be responsible for arranging and attending kick-off meetings with the Studio Director as necessary.  Following those meetings, you will be the main point of contact for the collection of all necessary assets for the job.  Internally, you will keep track of absent team members so that the rest of the team is able to fill in as needed.

Time Management

Time management is a critical function of the Project Coordinator.  With all that the artistic teams have going on, it can be very difficult to also keep track of tasks, deadlines, and meetings.  Your assistance in tracking these items will keep everything running smoothly!  You will also assist the Project Manager in managing team resources, ensuring an even distribution of work.  Client facing, you will balance client expectations regarding deadlines with any changes in scope or timing (receipt of information, markups, changes in delivery date, allowance for website design or printing).

Budget

Like all businesses, Norm Li likes to be profitable.  You will play a critical role in keeping our team in the black.  You will be responsible for tracking scope creep/shrink, alerting the Project Manager and Director of Operations when there is a change to the deliverables that affects the overall project budget.  You will also monitor the ongoing health of project budgets via Toggl and any alerts it may send out.  You will work with the Studio Director and Project Manager to review the status of a project anytime an alert is issued.  To make sure we meet our profit targets, you will track the number of revisions made by our clients and alert them when they have exceeded their quota and make arrangements for additional fees (in conjunction with the Project Manager).  Additionally, on a longer term basis, you will work with the Project Management team to adjust the overhead and blended rate as necessary.

Administration

Your role as a Project Coordinator will focus heavily on the administrative side of our process.  This is where you will manage all the systems that will provide you and the Project Management team the raw data and outputs to do your jobs effectively.  You will assist the Studio Director and Project Manager by managing and updating our project information systems, including (but not limited to): Toggl, Proof HQ, Sharepoint, and our Project Information Sheets.  At the start of a job, you will assist in preparing quotes and coordinating a start up meeting with the client.  During the production phase, you will take and issue minutes for all internal and external calls or meetings.  Finally, once a project is delivered, you will prepare all the information needed to issue an invoice as well as update our various project databases.  Should a project be considered as having been problematic, you will also arrange and facilitate (with the Project Manager) a post mortem review.