Project Coordinator

Inside Ideas Group•Toronto, ON

20h•Remote

About The Position

As Project Coordinator, you'll own the day-to-day coordination of project delivery — managing timelines, maintaining documentation, running brief intakes, and keeping all stakeholders aligned across time zones. You'll work closely with designers, studio managers, account leads, and client contacts to ensure work progresses clearly and on schedule. This is an execution-focused role with real responsibility: you'll flag risks early, support billing and budget tracking, and actively contribute to improving how the team works.

Requirements

Experience in a project coordination, traffic, or project management role within a marketing, creative, or advertising agency environment.
Strong organisational skills with a proven ability to manage multiple projects and competing deadlines simultaneously — without losing detail or quality.
Clear, confident communication skills — comfortable liaising with both clients and internal creative teams with professionalism and calm.
Experience working with project management platforms such as Asana, Monday.com, Workfront, or similar tools.
Proficiency in Microsoft Office and/or Google Workspace.
Comfort working remotely and cross-border, with a practical understanding of time zone coordination between Canada and the US.
A proactive, solutions-oriented approach with sharp attention to detail — you anticipate problems before they land and take ownership of getting things resolved.
Basic awareness of project budgets and financial admin — including supporting billing coordination, tracking spend, and maintaining accurate project documentation under guidance.
Curiosity about Gen AI tools and how they can improve creative and project management workflows.
Willingness to develop prompting skills and explore AI-assisted approaches to coordination, documentation, and communication tasks.
Agentic mindset: ability to break down complex, multi-workstream projects into manageable steps and find efficient paths to delivery.
Openness to learning and adopting new tools and ways of working as AI capabilities evolve.

Nice To Haves

Experience working on personal care, OTC, and/or home brands is a strong advantage.
Formal qualifications are welcome but not required. Equivalent experience — gained through work, self-directed learning, or other routes — counts equally.

Responsibilities

Serve as the key day-to-day coordination point between the client team and the internal creative studio, ensuring clear, timely communication across time zones.
Track and manage multiple concurrent projects — maintaining up-to-date timelines, status reports, and project documentation at all times.
Own the brief intake process — working with clients and internal teams to ensure all necessary information is captured before work begins, and that briefs are clear and actionable before reaching the creative team.
Build and manage detailed project timing plans in close collaboration with designers, studio managers, and account leads.
Proactively flag risks, bottlenecks, and timeline conflicts — escalating to senior team members as needed before issues affect delivery.
Support the account team with billing coordination and budget tracking, ensuring project finances are accurately recorded and up to date.
Maintain organised, consistent workflows and project management tools, keeping all stakeholders informed and aligned on priorities and next steps.
Collaborate directly with creatives during brief intakes and feedback rounds, ensuring clarity of direction at every stage.
Contribute actively to process improvement initiatives that enhance team efficiency and delivery quality.