Title: Project Coordinator

Company/Location: Biolumina / New York, NY

Department/Discipline: Project

Description

The Project Coordinator is responsible for organizing, monitoring and routing all jobs through the agency for his/her account(s). He/she keeps all team members informed of the status of their respective jobs and ensures all jobs are following the agency’s Job Flow Process (JFP). The Project Coordinator handles aspects of regulatory submissions and financial tracking. He/she is responsible for organizing and maintaining the project management archives.

Primary Job Responsibilities

Coordinate job flow/creative process within the Agency in an organized and efficient manner, which includes:
Open job number and job site on blink when requested from account service
Prepare and maintain job jacket to reflect accurate job history
Setup and attend all start-up meetings
Develop timelines with input from relevant departments
Update timelines based on client and/or internal changes (keeping accurate timelines throughout the life of a job is extremely important)
Remind the team of upcoming due dates and alert the other team members if agreed upon due dates are not going to be met, both internally and externally
Ensure timely development of color breaks and spec sheets by coordinating with
Production and Art Director prior to pre-mechanical meetings
Schedule and attend pre-mechanical meetings for every print job. Ensure all relevant materials (including the job jacket) are brought to the meeting and be able to provide timing from mechanical to release
Route jobs through all relevant departments and secure signatures at all stages of the job
Monitor and assist team members in following the JFP (keep documentation of any skipped steps/signatures)
If procedures are not followed, alert the Director of Project Management
Demonstrate proficient use of EAS for timesheets and financials
Create and input estimates, PO’s and TO’s
Review weekly estimate vs. actuals report
Submit accurate timesheets on a daily basis
Demonstrate proficient use of blink
Prepare and submit jobs for regulatory review
Develop and distribute the daily and nightly internal status reports (daily by 9:30 am and nightly by 4pm)
Coordinate and run weekly status meetings
Attend client status meeting and develop/distribute client status report to Account Services
Attend client calls and create client contact report (CCR) and send to Account Services
Monitor jobs and alert team to possible delays/issues, assure open communication among team members
Maintain organized email archives
Develop knowledge of Client's process/procedures and the people involved--and interact appropriately
Assist peers when workload permits
Perform other job-related tasks as assigned by the Director of Project Management
Archive/file all completed job jackets
Maintain an organized and clean file room
Work with office services and the Director of Project Management to send archived jobs off- site

Additional Responsibilities

Communicate effectively and professionally
Demonstrate ability to set priorities while handling multiple projects
Remain calm despite high pressure situations
Project a professional, positive attitude toward peers and clients
Foster a positive team atmosphere and establish credibility
Ensure that all materials produced are accurate by assuring that the quality control steps are not skipped in the Job Flow Proces
Help develop ideas to make the project management department and the agency run more efficiently

Qualifications

College degree
Experience in a professional work environment
Excellent written and oral communication skills
Detail oriented
Ability to handle multiple projects and deadlines
Positive/helpful attitude

Biolumina’s Values

Open Mind
Always ask why—of your teammates, your clients, and yourself. And don’t stop there—keep asking questions
Be respectful of others’ ideas, opinions, and diverse backgrounds
Be flexible and adaptive to new ways of doing things
Brave Heart
Speak your mind…and your heart
Courageously step forward to try something new and help others to do the same
Be brave enough to defend your opinions—and brave enough to change them
Ready Hands
Be proactive and push things forward
Reach out to offer help and raise your hand to ask for help
Go out of your way to show gratitude

The range below represents the low and high end of the base salary someone in this role may earn as an employee of an Omnicom Health Group company in the United States. Salaries will vary based on various factors including but not limited to professional and academic experience, training, associated responsibilities, and other business and organizational needs. The range listed is just one component of our total compensation package for employees. Salary decisions are dependent on the circumstances of each hire.

SALARY RANGE -$49,000-$53,000

Omnicom Health is committed to hiring and developing exceptional talent. We agree that talent is uniquely distributed, and we’re focused on developing inclusive teams that can bring the best solutions to everything we do. We strongly believe that celebrating what makes us different makes us better together. Join us—we look forward to getting to know you. We will process your personal data in accordance with our Recruitment Privacy Notice.

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