Creative Project Coordinator

Lebermuth Co•South Bend, IN

1d•Onsite

About The Position

The Creative Project Coordinator is a strategic operations professional responsible for managing the execution of fragrance development projects from brief intake through delivery. This role ensures project clarity, cross-functional alignment, and timely execution by applying strong project management skills and leveraging project management software. The Creative Project Coordinator empowers teams through transparent communication, data-driven decision-making, and structured collaboration. This role plays a critical part in accelerating the sales cycle, enhancing customer satisfaction, and supporting Lebermuth’s commitment to creative excellence, operational discipline, and continuous improvement, while modeling the agile, collaborative mindset essential for innovation and growth.

Requirements

Education: High school diploma or equivalent, and completion of college coursework.
Experience: Three years related experience and/or training; or equivalent combination of education and experience from which comparable knowledge, skills and abilities have been achieved.
Certifications: n/a
Functional Skills: Ability to manage complex, customer-facing projects with precision and professionalism; Proactive service orientation with a commitment to customer satisfaction; Exceptional attention to detail and accuracy in documentation and communication; Strong prioritization and execution skills in a fast-paced environment; Analytical thinking and sound business judgment; Collaborative mindset for effective cross-functional teamwork; Discretion and professionalism in handling sensitive information; Adaptability and resilience in response to shifting demands and continuous improvement.
Technology Aptitude/Skills: Proficient in using CRM and ERP systems to manage project workflows, customer data, and order tracking; Skilled in leveraging project management platforms such as Microsoft Planner or similar tools to schedule, monitor, and report on project progress and deliverables; Advanced proficiency in Microsoft Excel, Word, Outlook, and PowerPoint for documentation, reporting, and communication; Comfortable using digital collaboration platforms (e.g., Microsoft Teams, SharePoint) to support cross-functional communication and document sharing; Demonstrated ability to quickly learn and adapt to new technologies and internal systems that support project coordination, reporting, and continuous improvement.
Language Skills: Strong verbal and written communication skills, with the ability to convey complex information clearly and professionally across diverse audiences; Proficient in reading, analyzing, and interpreting project briefs, technical documentation, and regulatory materials; Skilled in writing business correspondence, project updates, and customer communications that are accurate, concise, and aligned with brand tone and expectations; Capable of presenting project information effectively in meetings, facilitating discussions, and responding to questions from internal teams and external clients with clarity and confidence; Demonstrates active listening, asks clarifying questions, and adapts communication style to promote collaboration and shared understanding across departments.
Leadership/Behavior Skills: Demonstrates a proactive mindset by anticipating needs, taking responsibility for outcomes, and following through without being prompted; Maintains composure under pressure, demonstrates empathy in team interactions, and adapts communication style to different personalities and situations; Builds trust and alignment across teams by fostering collaboration, encouraging input, and guiding others toward shared goals—even without direct supervisory responsibility; Embraces feedback, seeks opportunities to learn, and contributes to a culture of continuous improvement and innovation; Represents the team and company with integrity, respect, and a high standard of conduct in all internal and external interactions; Navigates ambiguity and change with confidence and a solutions-focused attitude, helping to maintain team morale and momentum.
Culture Match Behaviors: Enjoys and thrives in a fast-paced, high-growth environment, with a huge drive to create an impact while also being an effective listener, respectful problem-solver and a collaborative continuous learning team member

Responsibilities

Project Administration: Own the intake, setup, and execution of fragrance development projects. Ensure all briefs are complete, accurate, and aligned with customer expectations. Empower teams by providing clear project frameworks and removing administrative friction.
Project Controls: Monitor and analyze key performance indicators (e.g., on-time delivery, average days to completion) to identify trends, surface risks, and drive accountability. Use data to inform decisions and support a culture of continuous improvement.
Project Documentation: Maintain comprehensive, real-time documentation in CRM and project management systems. Ensure all project records are accurate, accessible, and aligned with internal standards, supporting transparency and knowledge sharing across teams.
Project Implementation: Lead the execution of fragrance development projects from brief to delivery. Coordinate cross-functional input from Sales, Creative Lab, Evaluation, and Regulatory to ensure deliverables are met with speed, quality, and alignment to customer needs.
Project Scheduling: Develop and manage project timelines that reflect cross-departmental capacity and resource availability. Proactively adjust schedules to accommodate shifting priorities, ensuring agility without compromising quality.
Project Status Reporting: Serve as the central hub for project updates, issue escalation, and stakeholder communication. Deliver regular status reports that highlight progress, risks, and next steps, enabling informed decision-making and shared accountability.
Project Management Software: Leverage tools such as Microsoft Planner, CRM, and ERP systems to manage workflows, track deliverables, and ensure data integrity. Collaborate with IT and stakeholders to enhance system functionality and user experience.
Cross-Functional Collaboration: Facilitate structured meetings and follow-ups that drive alignment and momentum. Reinforce a culture of trust, shared ownership, and open communication across departments.
Customer-Facing Project Support: Participate in customer meetings to capture follow-up actions and ensure seamless post-meeting execution. Reinforce Lebermuth’s reputation for responsiveness and reliability by ensuring timely and accurate communication and project deliverables.
Operational Excellence: Champion process discipline and continuous improvement. Identify inefficiencies, propose enhancements, and contribute to a culture of innovation and high standards.
Promotes a safe food culture by maintaining a clean and organized workspace, assisting with cleaning and sanitation throughout the production areas, and accurately completing Lebermuth required paperwork (i.e., equipment logs, regulatory documentation) to ensure the safe production and shipment of quality food products.
The job criteria may include other duties, responsibilities, and activities, which may change or be assigned at any time with or without notice.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.