Project Coordinator (Digital)

Critical Mass•San Jose, CA

1d•Hybrid

About The Position

The Project Coordinator supports the successful delivery of projects involving website content updates that launch under embargo and must meet tight client deadlines. Working with cross-functional, multi-project teams, this role helps ensure deliverables are completed on time, within budget, and according to defined scope and timelines. The coordinator helps build and maintain project plans, track progress, identify needs, support day-to-day project activities, and foster productive team relationships. The role supports the Project Manager and works alongside design, content authoring, QA, and technology leads, including communication with Nissan and INFINITI teams. Work is primarily aligned to Eastern time, Monday through Friday, around Canadian holidays. The pace and pressure may increase around launches and embargo dates, when plans can change. Critical Mass expects employees to work from an office at least three days per week.

Requirements

Bachelor’s degree or equivalent experience.
Foundational project coordination skills, including schedules, dependencies, and trackers.
Exceptional attention to detail and organizational skills, with the ability to prioritize in fast-paced, cross-functional environments.
Clear and confident written and verbal communication skills, including the ability to work across disciplines and flag risks early.
Comfort using approved AI tools, such as Microsoft Copilot, within client confidentiality rules.
A strong sense of ownership and initiative, with a willingness to take responsibility and drive work forward.
Ability to adapt quickly to change and work effectively with shifting priorities.
Ability to stay organized and communicate clearly during changing dates, changing directions, and high-pressure periods.
Strong critical-thinking and problem-solving skills.
Comfort identifying risks, asking thoughtful questions, and seeking clarity or alignment.
Curiosity and a growth-oriented mindset, with openness to learning new disciplines, tools, and working methods.
Working knowledge of Excel and Teams/Outlook.
A teachable, coachable, can-do attitude and a collaborative team mindset.
Comfort handling confidential, embargoed information and following strict access protocols.
Ability to work Eastern time, Monday to Friday, around Canadian holidays.

Nice To Haves

Familiarity with Workfront and Jira; training is provided.
Experience or interest in website or content production, such as CMS or vehicle/product pages.

Responsibilities

Assist in developing, maintaining, and executing project plans throughout assigned projects.
Support continuous improvement in processes and people management to enable effective delivery.
Review project briefs and Data Decks and help turn them into clear deliverables, timelines, and requirements.
Use PMO practices and templates to help build accurate project timelines, including key activities and dependencies such as Data Deck receipt, design, authoring, QA, UAT, embargo lift, and launch.
Communicate upcoming milestones clearly to the team.
Track client and partner turnaround against agreed timelines and flag slippage early.
Maintain accurate hours, budget, and change request logs, and prepare inputs for monthly client hours reconciliation.
Participate in resourcing planning, maintain accurate bookings across design, authoring, QA, and technology, update internal systems promptly, and communicate changes.
Assist in acquiring appropriate resources to meet project needs.
Help plan and manage internal and external project communications, draft status updates and escalation emails for Project Manager review, flag risks or issues, and collaborate on solutions.
Assist in identifying, analyzing, prioritizing, mitigating, and communicating project risks.
Coordinate QA and UAT rounds, track fixes, and follow up on sign-off.
Follow embargo procedures for access, file handling, and distribution lists.
Schedule and organize internal meetings, capture notes and feedback, and prepare timely recaps and follow-ups.
Review meeting notes, identify relevant information, and raise questions, blockers, or changes to senior team members.
Prepare status updates and, when needed, attend internal meetings to share progress and align on next steps.
Support Delivery and Account teams by documenting deliverables and timings and checking that details are accurate and up to date.
Help keep project trackers, such as hot sheets and schedules, current and follow up on action items with guidance.
Work with senior Delivery team members to learn best practices and contribute to cross-tactic coordination and problem-solving.