Project Coordinator (5847)

RUN STUDIOS LLC • Seattle, WA

28d • $30 - $34 • Hybrid

About The Position

Be the organizational powerhouse behind a fast-moving production team, keeping projects on track, people connected, and operations running smoothly. The Project Coordinator will serve as the primary support partner to our Production Manager team for one of our major corporate clients. This highly adaptive role provides essential backend support while also handling occasional client-facing needs as projects evolve. The ideal candidate is a collaborative, detail-driven multitasker who thrives in dynamic environments and enjoys keeping complex work organized and moving forward. If you’re looking to grow your project management skills while working with a fun, supportive, agile, and high-performing team, this role is for you. This will be a 3 month contract with potential to extend or convert to regular employment.

Requirements

• 2-3 years of experience in production coordination or project management support.
• Experience in media, creative, staffing/recruiting, or technology environments preferred.
• Experience communicating directly with project leads.
• Familiarity with project tracking tools (e.g., Confluence, Beeline, Monday.com)
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint). Building pivot tables, creating reports, presenting data in clear and concise format.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Detail-oriented with a proactive approach to problem-solving.
• Ability to work collaboratively in a fast-paced environment.
• Exceptional interpersonal abilities for effective collaboration.
• Ability to approach challenges with a solution-oriented, compassionate, and client-focused perspective.
• Initiative-driven approach to tasks and responsibilities.
• Exemplary spelling and grammatical.
• Capacity to excel in a fast-paced environment.
• Embrace an agile mindset to adapt swiftly to evolving situations.
• Comfortable with ambiguity.

Nice To Haves

• Desire to advance within the production field.
• Experience with Monday.com and Beeline.
• Possession of a valid driver's license for local errands.

Responsibilities

• Coordinate crew availability by partnering with Human Resources, managing scheduling, booking agreements, and troubleshooting timecards.
• Support Production Managers with all pre‑production tasks, including maintaining project tracking documents, coordinating travel, securing locations and studio rentals, obtaining quotes for gear, talent, and locations, arranging crew meals, and preparing call sheets.
• Document and distribute comprehensive meeting minutes as required.
• Collaborate with cross‑functional teams to enhance operational processes, develop procedural documentation, and support training initiatives.
• Lead weekly team status meetings to ensure effective communication and alignment.
• Monitor billing milestone schedules, identify past‑due items, and escalate missing or incomplete information.
• Oversee weekly timecard approvals and update actuals within billing trackers.
• Track weekly timecards against project breakdowns to ensure accurate allocation of hours to the appropriate project.
• Review budget reports and invoices to verify accuracy and flag discrepancies.
• Work closely with HR and Recruiting to facilitate new hire onboarding, confirm all pre‑start requirements are fulfilled, maintain trackers.
• Evaluate candidate resumes for alignment with job requirements prior to submission through Beeline.
• Reconcile project expenses, ensuring receipts align with submitted reports and noting any discrepancies.
• Track onboarding requests and provide timely status updates to ensure readiness for new‑hire start dates.
• Coordinate and schedule interviews.
• Coordinate hard‑drive transfers and handoffs to editors/designers.
• Lead equipment setup sessions for new hires on their first day.

Benefits

• eligible employees have access to medical, dental, vision, life, and AD&D benefits, health savings and flexible spending accounts, other telehealth and wellness benefits, a minimum of seven paid holidays per year, accrual of at least 6.5 days (Temporary Employment) to at least 15 days (Regular Employment) of paid time off per year, a 401k plan with company match, discretionary bonuses dependent on company, team or individual performance, and referral bonuses for eligible hired referrals.

What This Job Offers

• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees