Project Coordinator

About the Company

Since its establishment in 2004, Inside Ideas Group has evolved into a rapidly expanding global agency network partnered with over 300 clients across more than 40 countries. As part of The Brandtech Group, it leverages advanced AI technology to transform how projects are created and delivered, enhancing both efficiency and creativity for innovative outcomes.

Role Overview

The Project Coordinator will manage day-to-day project execution, ensuring timelines are met, documentation is maintained, brief intakes are handled efficiently, and communication stays streamlined among all stakeholders across various time zones. Collaborating closely with design teams, studio managers, accounts, and clients, you will ensure projects progress transparently and punctually. Key responsibilities include early identification of risks, supporting billing and budget tracking, and contributing to continuous process improvement.

Key Responsibilities

• Act as the primary liaison between client teams and internal creative studios to guarantee prompt and clear communication across different time zones.
• Oversee multiple projects concurrently by maintaining current timelines, status updates, and comprehensive project documentation.
• Manage the brief intake process, ensuring all necessary details are gathered and briefs are clear and actionable before work starts.
• Develop and coordinate detailed project timing plans alongside designers, studio managers, and account leads.
• Identify and escalate potential risks, conflicts, and bottlenecks proactively to prevent delivery delays.
• Assist accounting teams in billing coordination and budget tracking to maintain accurate project financial records.
• Maintain organized workflows and project management tools to keep all stakeholders aligned on priority tasks and next steps.
• Work directly with creative teams during brief intakes and feedback cycles to ensure clear project direction is maintained.
• Engage in initiatives to refine and enhance team processes and project delivery quality.

Qualifications and Skills

• Previous experience in project coordination, traffic management, or project management within marketing, creative, or advertising agencies.
• Exceptional organizational abilities to juggle multiple deadlines and projects without compromising detail or quality.
• Strong communication skills with confidence in dealing professionally with clients and creative teams.
• Familiarity with project management software such as Asana, Monday.com, Workfront, or equivalents.
• Proficiency in Microsoft Office and/or Google Workspace applications.
• Ability to work remotely and coordinate effectively with teams across Canadian and US time zones.
• A proactive, detail-focused mindset, anticipating problems and taking ownership to resolve them efficiently.
• Experience with personal care, over-the-counter (OTC), and home brands is advantageous.
• Basic understanding of project budgets and financial administration with involvement in billing and spend tracking.
• Interest in generative AI tools to enhance creative and project workflows and willingness to develop skills with AI-assisted methods.
• Strong capability to deconstruct complex projects into manageable phases and identify efficient paths to completion.
• Open to adopting new tools and evolving methods as AI technologies advance.
• Formal education is valued but not mandatory; equivalent experience through work or self-learning is equally considered.

Salary and Values

The baseline salary for this role is approximately 59850 CAD annually, with final compensation reflecting location, experience, responsibility level, and qualifications. The organization emphasizes values such as ambition, imagination, inspiration, continuous learning, results orientation, inclusivity, and anti-racism. It is committed to fostering an equitable and respectful workplace for all employees and integrates sustainability objectives throughout its operations.