Coordinator, Project Management

Maesa • New York City, NY

5d • $70,000 - $80,000 • Hybrid

About The Position

Maesa is seeking a highly organized and detail ‑ oriented Project Management Coordinator to support our team of Project Managers across a wide range of launch, operational, and supply chain initiatives. This role is critical in ensuring accurate timeline management, smooth cross ‑ functional communication, and the consistent delivery of high ‑ quality project execution. The ideal candidate is proactive, solutions ‑ oriented, and thrives in a fast ‑ paced, dynamic environment. This role will be based in NYC (hybrid in-office presence).

Requirements

• Bachelor’s degree required.
• 1–3 years of experience in project coordination or project management; experience in the cosmetics, beauty, personal care, or CPG industries strongly preferred.
• Exceptional communication skills—clear, concise, and professional in both written and verbal formats.
• Highly organized, detail ‑ oriented, and able to manage multiple priorities simultaneously.

Nice To Haves

• Familiarity with one or more of the following categories is a plus: hair care, skin care, color cosmetics, fragrance, home care.
• Advanced proficiency in Microsoft Excel; experience with Asana or other project management platforms is a plus.

Responsibilities

• Project Support & Execution Assist Project Managers in creating, updating, and maintaining comprehensive project timelines for product launches, instore merchandising, displays, sampling programs, updates to existing items and value creation.
• Assist in tracking key project milestones and deliverables, ensuring teams remain aligned and accountable.
• Document risks, gaps, and escalating issues to Project Managers as needed.
• Support workflow management by preparing meeting agendas, consolidating recaps, monitoring deadlines, and following up on action items.
• Help coordinate scope changes, artwork updates, and cross functional inputs to maintain accurate and current timelines.
• Assist PMs with the creation of item codes and BOMs, and entering lead times, MOQs, and pricing into spec and purchasing systems.
• Collaborate with cross‑functional partners to ensure complete and accurate item records, including pack‑outs, weights, and dimensional data Track timely approval of production samples
• Cross ‑ Functional Coordination Organize project documents, trackers, and shared dashboards to maintain accuracy and visibility across teams.
• Gather supplier quotes (directly or through functional partners) to support cost analyses and financial planning.
• Assist Project Managers with financial tracking activities, including budget creation & updates and risk documentation.
• Assist Project Managers in RFQ creation Identify opportunities to streamline workflows and contribute to process improvement initiatives within the PM function.
• Team & Department Support Support departmental initiatives, PM best ‑ practice development, and internal process enhancements.
• Provide backup support during peak workload periods or when multiple launches overlap.
• Foster a collaborative, positive, and solutions ‑ driven team culture.

Benefits

• This position is eligible for participation in a discretionary bonus plan based on individual and company performance.
• Maesa offers a variety of benefits to eligible employees.
• Employees can choose to enroll in health insurance coverage, wellness programs, life and disability insurance, and retirement savings plans.
• Through generous paid time off, a hybrid office setup, and paid leave options, Maesa encourages wellness and balance among employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level