Creative Project Coordinator

About the Role

Neon Canvas is seeking a full-time Creative Project Coordinator to manage the workflow within our creative department. This position involves close collaboration with the Director of Project Management, Creative Director, Account Managers, and creative team members to ensure creative requests are processed efficiently from initiation to completion. The ideal candidate is highly organized, detail-oriented, and excels in a dynamic environment. They should be adept at keeping projects on track, resolving logistical issues, and facilitating communication between clients and internal teams. This role will be responsible for managing the intake, scheduling, tracking, and delivery of creative requests, while also proactively addressing any obstacles that might impede project progress.

Responsibilities

• Act as the primary point of contact for all incoming creative requests, verifying that all necessary information, assets, approvals, specifications, and deadlines are included before a request enters the production workflow.
• Examine incoming requests for completeness and liaise with Account Managers and clients to obtain any missing details.
• Allocate creative requests to the appropriate team members, considering their current workload, specialized skills, project nature, and client preferences.
• Maintain and oversee the creative team's production schedule, ensuring balanced workloads and efficient distribution of tasks across the department.
• Adjust priorities and reassign tasks as deadlines change, urgent needs arise, or team availability fluctuates.
• Establish and communicate estimated completion times for standard types of creative requests.
• Monitor the status of active creative requests and identify potential projects at risk of missing their deadlines.
• Follow up with team members, clients, and Account Managers to resolve impediments and maintain project momentum.
• Serve as a liaison for clients concerning creative timelines, required assets, approvals, and outstanding information.
• Disseminate updates on creative projects and timeline modifications to internal stakeholders.
• Coordinate the handover of finalized creative assets to clients and internal teams.
• Ensure project documentation, task assignments, and status updates are accurately maintained within Asana.
• Support the implementation, upkeep, and enhancement of AI teammates and automation tools, using them effectively to achieve project objectives.
• Report persistent bottlenecks, scheduling conflicts, resource limitations, and workflow challenges to management.
• Assist the Director of Project Management and Creative Director with ad-hoc projects and operational initiatives as required.

Qualifications

• Exceptional communication and organizational capabilities.
• A keen eye for detail.
• Proficiency in managing multiple projects, deadlines, and competing priorities concurrently.
• Strong verbal and written communication abilities.
• Comfortable interacting with clients via phone, email, and video conferencing.
• Excellent customer service and relationship-building skills.
• Prior experience with project management software like Asana or comparable systems.
• Robust problem-solving, follow-through, and time-management skills.
• Ability to collaborate effectively with diverse teams and individuals.
• A proactive attitude towards learning and professional development.
• Flexibility to adapt to evolving priorities and deadlines.
• Previous experience in marketing, advertising, creative services, or digital agencies is advantageous.
• 2-5 years of experience in agency, marketing, project coordination, client services, or operations is preferred.
• Familiarity with common creative file formats and their appropriate applications, including vector files, print-ready assets, and web-optimized graphics. Understanding the rationale behind specific file format usage for branding, print, digital, and production is a plus.

Additional Information

The duties outlined above are intended to provide a general overview of the tasks that may be performed in this role. The absence of specific duties in this description does not preclude their assignment if the work is similar, related, or a logical extension of this position. Occasional performance of duties outside of normal responsibilities may be required.