Project Coordinator (Fully Remote - North America)

We are in search of an experienced Project Coordinator for coverage in the Pacific Timezone in North America. Candidates in PT, MT, and CT will be given preference.

The Project Coordinator will support the Services team in the day-to-day operation of DemandLab projects and services delivery. The Project Coordinator is responsible for keeping everyone on task, on time, organized, and moving forward. This team member will be responsible for a wide range of administrative duties, including maintenance of project files, monitoring team time tracking and task management, meeting agendas, and project communication, as well as producing reports for both internal and client needs.

Taking direction from the Manager of Project Services, the role works with our Client Success Strategists and Team Leads, as well as project team members. The Project Coordinator is expected to understand each project’s needs and goals and assist in coordinating assigned resources to execute the tasks that will meet them (which may include custom development, marketing technology, etc).

The position requires strong organizational & timeline management skills, attention to detail, a high level of aptitude in planning and anticipating needs, and constant communication with multiple team members, in addition to the ability to swiftly change direction depending on the current needs of the situation.

Requirements

Essential Functions and Responsibilities

Project administration duties including:

Meetings & Communications

• Respond to client email requests acknowledging receipt and handing off to assigned team members
• Assist with client request intake process, monitor team and client updates, assist in prompting client for feedback when needed
• Act as client meeting facilitator: internal team prep, creating and distribution of agendas, meeting scheduling, client status document updates, status recap meeting notes and task assignments/follow-ups post-meeting
• Maintain and monitor task updates through the use of DemandLab’s internal task management system, Asana
• Communicate with clients and internally, setting times and dates for meetings in order to keep on schedule, identify any red flags regarding timeline and relay those to the Team Lead

Client administration

• Monitor outcomes listed on reports and raise areas for additional analysis and problem solving with the team
• Follow up with internal team to ensure all tasks related to invoicing and purchase orders are complete
• Assist with client on-boarding, monthly retainer reconciliation, project post-mortems, client offboarding
• Create and share weekly client utilization reports with Client Success Strategists and Team Leads

Vendor deliverables coordination

• Assist with vendor asset processing: sending and acknowledging receipt from outsourced vendors such as transcription services, designers and proofreaders; reviewing materials received to confirm they meet expectations and communicating any issues to project manager; update internal team on assets received

Project support

• Work with project team members to ensure that project and task statuses are maintained in both Asana and in client status sheets or client systems
• Other project admin services as assigned
• Keep management informed regarding the progress of all project coordination activities
• Follow existing processes of project management to keep things organized and working according to plan
• Support Manager of Project Services in updating Asana (our project management system) by creating project plans, updating and closing projects as needed
• Become familiar with current projects, including short and long-term goals, timelines schedule and retainer and project budgets

Operations support duties including:

• Other operations support services as assigned
• Assist with Google Drive folder upkeep and maintenance
• Help with internal team meeting and event coordination as assigned
• Assist in maintaining internal team reporting such as billability, team schedule, resource capacity and routine time checks
• Support the development of operational processes
• Assist with building out internal process documentation, presentations, charts, etc.
• Provide assistance and training to system users as needed

Qualifications

• Ability to create and maintain spreadsheets and documents
• Requires strong communication skills, both verbal and written
• Must have the ability to multitask in a fast-paced and deadline-driven environment
• Must be self-directed and able to complete assignments with limited supervision
• Strong attention to detail, with a high degree of accuracy and excellent organizational skills, both analytical and problem solving
• Must be able to maintain professionalism and a positive service attitude at all times
• Excellent knowledge of GSuite, Microsoft Office Suite, as well as Microsoft Teams
• Document and present work in a clear and concise manner
• Knowledge of task management system basics (such as Asana)

Education & Work Experience

• Experience in B2B marketing and/or agencies preferred
• Certificate in Project Management (CAPM or similar) (helpful)
• Experience setting up projects according to Project Management Institute (PMI) standards (helpful)
• Minimum of 2 years related project coordination experience required

Working Conditions and Environment

• Work from home in a professional setting
• Some travel may be required
• Standard business hours Monday - Friday 9am - 6pm local time

If you think you’re a great fit for this position please apply now.

Benefits

DemandLab is a leading marketing consultancy company, championing the cause of integrated, end-to-end, automated marketing, and sales since 2009. Our global, award-winning team accelerates success with advanced expertise in marketing, sales, and service, supporting technologies, strategy, process, and execution.

We’re doing big things for big-name clients, and we are growing fast. If you’re ready to reach for the next challenge in an ambitious, multidisciplinary team, making a name for itself in the emerging field of marketing technology, we want to hear from you.

When you join us, you can expect to receive great benefits including:

• Continuing education opportunities (internal mentoring and training)
• Health Care Plan Contribution (Medical)
• Funding for personal and professional development
• Collaborating with senior marketing professionals with years of experience pushing the envelope
• A competitive salary
• Retirement Plan Matching (dependent on country)
• 100% Remote, permanently
• Generous Paid Time and Flexible work environment