Project Coordinator - G&S Business Communications

The Project Coordinator supports the planning, resourcing, and execution of digital projects and influencer marketing for an integrated agribusiness account. Serving as the central point of coordination for the digital team, this role manages project intake, timelines, resources, and workflows across web, email, marketing automation, analytics, and campaign initiatives. The PC also facilitates status meetings, maintains project documentation, coordinates influencer and vendor activities, and supports budget planning to ensure timely, cost-effective delivery.

Responsibilities ---

Project Coordination & Traffic:

• Coordinate project intake, scheduling, and workflow across digital initiatives, ensuring work is prioritized, assigned, and delivered on time.
• Initiate projects by documenting scope, timelines, responsibilities, and next steps in the agency's project management system, including opening and closing job components.
• Monitor resource allocation, identify capacity constraints and scheduling conflicts, and recommend workload adjustments.
• Track project milestones, deadlines, and dependencies, proactively addressing or escalating risks, delays, and scope changes.
• Recommend staffing and workflow solutions to accommodate expedited timelines and high-priority client needs.
• Gather and organize project requirements, assets, approvals, and supporting documentation.
• Ensure completed deliverables are approved, finalized, and archived according to established processes.

Account Coordination & Documentation:

• Lead weekly digital client status meetings, including agendas, meeting notes, and action-item follow-up.
• Maintain digital project roadmaps, trackers, and documentation to ensure visibility into progress and priorities.
• Participate in daily standups and resource planning meetings, providing updates on project demand, staffing, and priorities.
• Coordinate internal and client meetings, including scheduling and logistics.
• Maintain the digital team's project management system, ensuring accurate project information, workflows, and templates.
• Establish annual budget trackers and assist with project estimates by gathering stakeholder input and historical data.
• Leverage automation and AI tools to streamline administrative processes, improve reporting, and enhance resource visibility.
• Document best practices and contribute to standard operating procedures that improve consistency and efficiency.

Influencer & Vendor Coordination:

• Support influencer marketing initiatives in partnership with Paid Media, coordinating materials, content approvals, timelines, deliverables, and paid support.
• Track digital vendor assignments, timelines, and deliverables, escalating delays or capacity concerns as needed.
• Review vendor timesheets for accuracy and submit them for processing.
• Coordinate third-party vendors and production partners to ensure timely delivery and clear communication.
• Maintain strong vendor relationships to support reliable, responsive service.

Qualifications ---

• 1–3 years of project coordination, traffic or agency operations experience, preferably at an integrated marketing agency. 

• Understanding of digital production workflows (web, email, SMS, analytics and social) and integrated marketing communications. 

• Proficient in Microsoft Office and familiar with project management software; experience with Wrike a plus. 

• Experience with digital agency job and time management systems a plus. 

• Comfort working with budgets, estimates and tracking actuals against projections. 

• Experience coordinating vendors or off-shore
  teams a plus. 

• Strong organizational and follow-up skills with exceptional attention to detail. 

• Excellent problem-solving skills and strong verbal and written communication skills. 

• Proven ability to juggle multiple projects under tight deadlines and work independently in a fast-paced environment. 

• Comfort training others on tools and processes. 

• Agriculture industry experience a plus.