As an agency function, Studio (in some organizations referred to as Traffic or PMO), controls the flow of projects, schedules and deliverables to ensure that every role is accountable for their tasks. This work is managed daily, hourly and up to the minute by our Creative Services Coordinators / Project Managers who report directly to the Studio Manager.
Job Responsibilities
- The CS Project Coordinator ensures agency communication and job consistency by carefully monitoring workflow, deliverables and deadlines.
- Develop a mastery understanding of Traffic Management tools such as Teamgantt, Teamwork Projects and other platforms as we expand/adjust systems and workflows always seeking to improve them.
- Checks initial Job Creation for accuracy and requests additional information (if needed)
- Communicates daily with Account Service and Creative/Digital in support of initiatives set daily with the Studio Manager
- Maintains and revises project timelines/schedules and resource assignments. As projects evolve, the CS Project Coordinator ensures that every schedule and milestone reflects the latest information and works with the Studio Manager to ensure it is updated in all systems across all functions.
- Continually monitors jobs throughout the Traffic Process including:
- Expediting rush jobs (“flamers”)
- Monitoring stalled jobs and moving them forward
- Monitoring information flow through all departments – accuracy/information check at each revision
- Issuing appropriate reminders about due dates
- Issuing guidance about budget/resource overloads that might make a change order necessary
- Proofreading each version of work
- Obtaining internal approvals on all work moving in and out of the agency
- Obtaining specs, closing and delivery details when not otherwise provided
- Creating and distributing daily/weekly Traffic Reports that have been reviewed and approved by the Studio Manager
- Coordinating with Account Service on the close/completion of a job, ensuring that jobs are marked as Complete and archived within 30 days of completion
- Maintain the Creative Services out of office/PTO calendar in conjunction with Studio to help oversee resource constraints and the potential need for freelancers
- Make recommendations for freelance resources/contacts to the Studio Manager when needed and the budget affords engaging an outside source to ensure project completion
- Under the supervision of the Studio Manager, participate in weekly/daily Traffic Meetings with Account Service, updating Traffic Board/Report
- Monitor and maintain project budgets & resource spend as projects progress
- Meetings with individual Account people for long-term project planning, proposal creation and time sensitive/critical jobs.
- Capturing and distributing meeting recaps to the team where appropriate for meetings you attend.
- Approach everything with a positive, can-do attitude and be firmly dedicated to the best interests of the agency and our clients acting as a bridge between the Account Service and Creative functions.
- Be able to demonstrate strong, brief, persuasive written communication
- Be able to demonstrate judgment and instinct about nuances of clear communication, unspoken needs, body language, team dynamics, etc.
- Be a part of a team that continues to learn and grow, and prove this by understanding the agency philosophy and honing your approach based on the way we approach B2B marketing and integrated communications.
- Other Special Projects as assigned by the Studio Manager, CD or CEO.