Project Coordinator - Marketing Agency

Red Caffeine • Chicagoland Area, IL

4h

About The Position

You are: The badass, organizing force behind successful marketing and technology project delivery, ensuring work moves smoothly from planning through execution. You thrive on structure, clarity, and momentum—and you’re energized by helping teams deliver great work on time and on point. You are highly detail-oriented, process-driven, and comfortable working behind the scenes to keep projects on track. You support senior account and strategy leaders by coordinating timelines, tasks, resources, and communication across internal teams and agency partners. When priorities shift (as they often do in an agency), you stay calm, flexible, and focused on solutions. You enjoy asking questions like: What needs to happen next to keep this moving? Where could this project get stuck? How can this process be clearer or more efficient? How could AI or Automation help? You don’t just spot opportunities for improvement—you help implement them. A day in the life as a Project Coordinator: Serve as the day-to-day project coordinator across multiple client engagements, ensuring deliverables are completed accurately, on time, and within scope. Assist in developing and maintaining project timelines, task lists, and team meetings and schedules, managing dependencies and milestones. Leverage project management tools to track progress, assign tasks, automate workflows, and promote process efficiencies. Facilitate communication across creative, strategy, production, and external partners to ensure alignment and clarity. Prepare and distribute meeting agendas, notes, action items, and status updates for internal and client-facing meetings. Monitor project progress and proactively flag risks, delays, scope changes, or resource conflicts to account or project leadership. Support budget tracking, estimates, and invoice documentation in partnership with account leadership. Maintain organized project files and documentation within Red Caffeine’s file systems. Partner with the Account Management and Creative Services teams to deliver exceptional client experiences through strong execution.

Requirements

• Accountability & Ownership – You take responsibility for moving work forward, escalating issues early, and adapting when plans change.
• Strong Communication Skills – Clear, concise written and verbal communication that keeps teams aligned and projects running smoothly.
• Operational Excellence – Highly organized, detail-oriented, and comfortable managing multiple workstreams simultaneously.
• Process-Oriented Thinking – You look for ways to improve workflows, documentation, and handoffs.
• Collaboration Skills – You work effectively across disciplines and personalities, supporting teams without micromanaging.
• Self Starter & Autonomy – You can run independently while knowing when to ask questions or escalate.
• Digital Fluency – Comfortable learning and using multiple tools, platforms, and systems.
• Financial Acumen – Familiarity with estimates, budget tracking, and invoicing support.
• Agency Curiosity – Interest in understanding how strategy, creative, and execution come together to drive results.
• 3-5 years of experience in a marketing agency or in-house marketing environment (agency experience preferred)
• A four-year degree in Marketing, Advertising, Communications, or a related field.
• Proficiency in Microsoft and Google Workspace, with above-average skills in Excel or Google Sheets.
• Experience using project management tools (Asana, Monday, Mavenlink, or similar)
• Strong interpersonal skills and the ability to work effectively with cross-functional teams, both in-person and remotely.
• A basic understanding of marketing channels and tactics (websites, email, paid media, social, SEO, analytics, webinars, etc.).
• A foundational understanding of budgeting and financial tracking.

Responsibilities

• Serve as the day-to-day project coordinator across multiple client engagements, ensuring deliverables are completed accurately, on time, and within scope.
• Assist in developing and maintaining project timelines, task lists, and team meetings and schedules, managing dependencies and milestones.
• Leverage project management tools to track progress, assign tasks, automate workflows, and promote process efficiencies.
• Facilitate communication across creative, strategy, production, and external partners to ensure alignment and clarity.
• Prepare and distribute meeting agendas, notes, action items, and status updates for internal and client-facing meetings.
• Monitor project progress and proactively flag risks, delays, scope changes, or resource conflicts to account or project leadership.
• Support budget tracking, estimates, and invoice documentation in partnership with account leadership.
• Maintain organized project files and documentation within Red Caffeine’s file systems.
• Partner with the Account Management and Creative Services teams to deliver exceptional client experiences through strong execution.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level