Coordinator, Project Management

Maesa•New York, NY

13h•$70,000 - $75,000•Hybrid

About The Position

Maesa is seeking a highly organized and detail‑oriented Project Management Coordinator to support our team of Project Managers across a wide range of launch, operational, and supply chain initiatives. This role is critical in ensuring accurate timeline management, smooth cross‑functional communication, and the consistent delivery of high‑quality project execution. The ideal candidate is proactive, solutions‑oriented, and thrives in a fast‑paced, dynamic environment. This role will be based in NYC (hybrid in-office presence).

Requirements

Bachelor’s degree required.
1–3 years of experience in project coordination or project management; experience in the cosmetics, beauty, personal care, or CPG industries strongly preferred.
Advanced proficiency in Microsoft Excel.
Exceptional communication skills—clear, concise, and professional in both written and verbal formats.
Highly organized, detail‑oriented, and able to manage multiple priorities simultaneously.

Nice To Haves

Familiarity with one or more of the following categories is a plus: hair care, skin care, color cosmetics, fragrance, home care.
experience with Asana or other project management platforms is a plus.

Responsibilities

Assist Project Managers in creating, updating, and maintaining comprehensive project timelines for product launches, instore merchandising, displays, sampling programs, updates to existing items and value creation.
Assist in tracking key project milestones and deliverables, ensuring teams remain aligned and accountable.
Document risks, gaps, and escalating issues to Project Managers as needed.
Support workflow management by preparing meeting agendas, consolidating recaps, monitoring deadlines, and following up on action items.
Help coordinate scope changes, artwork updates, and cross functional inputs to maintain accurate and current timelines.
Assist PMs with the creation of item codes and BOMs, and entering lead times, MOQs, and pricing into spec and purchasing systems.
Collaborate with cross‑functional partners to ensure complete and accurate item records, including pack‑outs, weights, and dimensional data.
Track timely approval of production samples.
Organize project documents, trackers, and shared dashboards to maintain accuracy and visibility across teams.
Gather supplier quotes (directly or through functional partners) to support cost analyses and financial planning.
Assist Project Managers with financial tracking activities, including budget creation & updates and risk documentation.
Assist Project Managers in RFQ creation.
Identify opportunities to streamline workflows and contribute to process improvement initiatives within the PM function.
Support departmental initiatives, PM best‑practice development, and internal process enhancements.
Provide backup support during peak workload periods or when multiple launches overlap.
Foster a collaborative, positive, and solutions‑driven team culture.