Project Coordinator

Art Machine is a fully integrated advertising agency located at the heart of the entertainment industry. We produce some of the world's most recognizable key art for film, TV, gaming, and home media clients. We have built a great reputation on award-winning creative, great service, and a fun and energetic culture.

We are seeking a talented Project Coordinator with a can-do attitude to join our team. This role is an entry-level position. Candidates should demonstrate foundational organizational and communication skills and the ability to compose correspondence, liaise with internal divisions, and track project margins. This role is required to be in the office two days per week (Tuesdays and Wednesdays).

These abilities are necessary to perform this junior-level role in the following areas:

DUTIES/ASSIGNMENTS

• Open, track, and close all projects, maintaining accurate status updates throughout the lifecycle.
• Manage the intake, organization, and distribution of all client-supplied assets, ensuring they are accurately delegated to appropriate teams in alignment with project scope and deadlines.
• Monitor and manage the design team's schedules, including time off and utilization, in collaboration with the Executive Creative Director and VP of Account Services, to effectively anticipate and address project-specific resourcing needs.
• Ensure creative teams are aligned and informed so that Creative Leadership can review work-in-progress on schedule.
• Coordinate and schedule all internal and external meetings, reviews, and check-ins.
• Communicate updates and key information clearly, concisely, and with a collaborative mindset to keep the team engaged and informed.
• Ensure scope alignment and flagging potential overages to the account and creative teams.
• Assist in budget preparation and monitor project expenditures to maintain financial oversight.
• Keep thorough records of client briefs, presentations, and meeting notes to ensure accurate documentation and easy information sharing.

PREFERRED SKILLS/REQUIREMENTS:

• Excellent organizational and time management skills, having forethought to plan ahead.
• Strong computer skills and understanding of latest OSX operating systems; AirTable experience a plus.
• Meticulous, result-oriented and customer-focused with a passion for the creative process.
• Ability to communicate well both verbally and in writing with clients, vendors and internal team.
• Good analytical, problem-solving and troubleshooting skills.
• Consistent follow-through, ability to traffic communication and ensure project accuracy.
• A positive demeanor while under pressure to meet demanding deadlines.
• Takes direction and constructive feedback well and can perform assigned tasks promptly and productively.
• 1-3 years of related experience. Agency experience preferred.