Project Coordinator

Job Description

Project Coordinator(Design & Engineering)

Role Overview

ProCreator is seeking a mid-level Project Coordinator to drive smooth delivery across cross-functional, client-facing projects in a fast-paced agency environment. You'll own the day-to-day orchestration of tasks, schedules, dependencies, comms, and risks, ensuring projects move from intake to delivery with clarity and control.

As a Project Coordinator in ProCreator, you'll keep our projects running smoothly by owning the logistics, coordination, and communication that make great delivery possible.

You'll work closely with Project/Delivery Managers, Design, Content, and Engineering teams to maintain sprint cadence in Zoho Sprints and keep stakeholders aligned via crisp updates, minutes of meeting (MoMs), and structured follow-through. The role requires hands-on coordination, excellent communication, and confident use of AI tools (e.g., ChatGPT) for drafting MoMs, status updates, and summarizing discussions. You will maintain PM-tool hygiene, drive follow-ups, ensure timely status/MoMs, uphold SLAs, and help the team stay ahead of risks.

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Key Responsibilities

• Meetings & Calendars: Schedule, prep agendas, confirm the right attendees/materials; manage reschedules and conflicts.
• MoMs & Action Tracking: Capture decisions, owners, and due dates; circulate within 2 hours; track closure to done.
• Status Reporting: Prepare and send weekly client status (scope/timeline/risks/next steps) with relevant links to tickets, files, and artifacts.
• PM-Tool Hygiene: Keep tasks/milestones current in the PM tool to reflect true progress.
• Approvals & Feedback: Track review cycles; chase sign‑offs; unblock asset dependencies.
• Hours/Budget Hygiene: Monitor time logs and burn; flag variances early; prompt teams for timesheets and resolve gaps.
• Documentation & Findability: Organize specs, files, and links so teams and clients can self‑serve.
• Follow-ups & SLAs: Proactively remind stakeholders; uphold response and reporting SLAs.
• Light Automation: Use templates and AI‑assisted drafts for MoMs/status; you own accuracy, tone, and final quality.
• Process & Improvements: Contribute to process hygiene and continuous improvement (ceremony discipline, templates, automation, playbooks).​

Requirements

What You Won't Own

• Technical/design decisions and estimates.
• Leading live client calls (you attend, capture, and follow up).

Must‑Have Skills

• 2–4 years in project coordination/operations in an agency or product environment; handling 2–5 concurrent workstreams.
• Excellent spoken and written communication: concise, client‑ready tone.
• Tooling fluency:
• Zoho Sprints (preferred) or ClickUp/Jira/Asana;
• Zoho Suite (preferred) or Google Workspace
• Competent with spreadsheets and documents (Google Sheets/Docs), slideware, and collaboration tools (e.g., Cliq, Slack, Teams, etc.).
• Calendar mastery, structured thinking, and strong follow‑through.
• Delivery literacy: Basic understanding of UX/UI, Frontend Development and software delivery concepts; familiarity with Figma for referencing designs and understanding of design‑engineering hand-off nuances.
• AI‑assisted productivity: ability to use AI tools like ChatGPT, Perplexity, Gemini, etc. to draft MoMs/status, generate checklists, and standardize templates with human review.

Tools & Environment

• PM: Zoho Sprints (preferred) OR ClickUp/Jira/Asana.
• Collaboration: Zoho Suite (preferred) OR Google Workspace and Figma Fundamentals.