Marketing Project Coordinator

Ultimate Jet Vacations

1d•Remote

About The Position

Great marketing isn't just about creative ideas—it's about flawless execution. As our Project Coordinator, you'll be the day-to-day owner of the marketing team's operating system, ensuring projects move efficiently from kickoff to completion while keeping everyone aligned along the way. This role isn't about building new processes from scratch. It's about maintaining and continuously improving the systems already in place, making sure workflows stay organized, deadlines are met, and projects never lose momentum. If you're someone who naturally brings order to complexity, enjoys keeping teams aligned, and loves seeing projects successfully cross the finish line, we'd love to meet you.

Requirements

2-4 years of experience in Project Coordination, Project Management, Marketing Operations, or a similar cross-functional role.
Bachelor's degree preferred, or equivalent practical experience.
Experience managing projects using Asana or comparable project management platforms such as Monday.com, ClickUp, Jira, or Trello.
Experience working with Notion or similar documentation platforms.
Strong project planning, workflow management, and documentation skills.
Experience coordinating multiple projects across cross-functional teams.
Excellent organizational skills with exceptional attention to detail.
Strong written and verbal communication skills in English.
Comfortable working in a fast-paced environment with multiple competing priorities.

Nice To Haves

Experience supporting marketing, creative, or agency teams.
Familiarity with campaign production or creative workflows.
Experience working with distributed or global teams.
Knowledge of Agile project management principles.
Experience using AI tools to improve productivity and project coordination.

Responsibilities

Maintain the marketing team's project management system across Asana, Notion, and other operational tools, ensuring projects remain organized, visible, and up to date.
Coordinate project execution across Content, Social Media, Design, Email Marketing, Paid Media, and Co-op Marketing.
Maintain project timelines, ownership, priorities, dependencies, and deliverables across multiple concurrent initiatives.
Ensure campaign briefs, creative assets, approvals, and project handoffs are completed on time.
Serve as the day-to-day owner of the marketing operating system, reinforcing established workflows and ensuring projects continue moving efficiently.
Monitor project health by following up on outstanding tasks, identifying bottlenecks, and escalating risks before they impact delivery.
Continuously recommend and implement incremental improvements that increase visibility, consistency, and team efficiency.
Maintain accurate documentation and project records to support scalable execution.
Partner closely with Marketing, Design, Regional Teams, and other internal stakeholders to coordinate priorities and timelines.
Facilitate project kickoffs, status meetings, and follow-up sessions to ensure alignment across teams.
Communicate project progress, risks, and next steps clearly to both leadership and project stakeholders.
Support collaboration across multiple time zones while maintaining clear ownership and accountability.
Help optimize project templates, workflows, and communication processes.
Identify opportunities to simplify coordination and improve team productivity.
Support the ongoing evolution of the marketing operating system as the department grows.
Leverage AI and productivity tools where appropriate to improve project coordination and operational efficiency.