Commercial Operations Project Coordinator
About The Position
SXSW is seeking a Commercial Operations Project Coordinator to support the Commercial Group by coordinating high-volume projects, maintaining operational workflows, and ensuring key tools and deliverables are executed accurately and on time. This role serves as the operational hub for cross-functional business initiatives. It drives day-to-day project administration, including intake, timelines, documentation, and follow-through, while also providing structured support for tools and workflows, such as brand pages, lead retrieval, HubSpot, and Airtable, in partnership with internal technology teams. The goal is to improve planning and coordination, strengthen handoffs, and create more consistent, repeatable processes for recurring work.
Requirements
- 2+ years of experience in project coordination, operations, sales enablement, marketing operations, or a related role.
- Strong project administration skills, including tracking, documentation, deadline management, and follow-through across multiple workstreams.
- Working knowledge of HubSpot and Airtable, with comfort executing tasks and maintaining data hygiene.
- Experience coordinating cross-functional deliverables and managing competing priorities simultaneously.
- Strong written communication skills, particularly in drafting clear status updates and action items.
- Close attention to detail with the ability to maintain accuracy across tools, trackers, and documentation under pressure.
- Calm and effective under pressure during peak season timelines and on-site operations.
Nice To Haves
- Experience in events, conferences, or client-facing deliverables is a plus.
Responsibilities
- Coordinate cross-functional projects from intake through completion by managing timelines, dependencies, stakeholders, status reporting, and team handoffs.
- Maintain project documentation, shared trackers, decision logs, calendars, and Google Drive organization to ensure accuracy, visibility, and accountability.
- Facilitate recurring working sessions by managing agendas, documenting notes, tracking action items, and ensuring timely follow-through on assigned work.
- Identify project risks, recommend solutions, and escalate issues to Commercial Operations leadership when needed to support timely resolution.
- Support execution and delivery of client-facing products and workflows, including digital brand pages, lead retrieval, launch readiness, QA, and post-launch follow-up.
- Manage issue intake and triage for commercial tools by documenting requests, routing items to appropriate owners, tracking resolution progress, and communicating updates to stakeholders.
- Partner with internal teams and external vendors to ensure tools, workflows, and deliverables meet operational requirements, quality standards, and deadlines.
- Develop and maintain SOPs, templates, checklists, onboarding materials, and enablement resources to improve consistency, reduce rework, and support evolving workflows.
- Provide on-site operational support for commercial tools and client deliverables, including brand pages and lead retrieval, during the annual conference and festival.
- Support commercial workflows by tracking issues, routing requests, coordinating fixes with internal teams and vendors, and communicating updates to stakeholders.
- Assist with on-site documentation and issue tracking to ensure follow-through during and immediately after the event.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
