Project Coordinator

Overview

We are seeking a highly organized and collaborative individual to join our Canadian client’s team. In this role, you will be at the heart of project delivery, applying your coordination expertise to ensure communication solutions are delivered on time, on target, and within budget. You will be a central figure, facilitating seamless collaboration across internal teams and contributing to a wide array of programs, from daily tasks to complex, impactful initiatives. This is an exciting chance to leverage your skills in a fast-paced environment and directly influence the success of critical projects.

Location: Remote in Canada, Eastern Time Zone hours

Duration: 6 months with the potential to extend

Hours: full-time, 40 hours per week

**What You’ll Do**

* Maintain and monitor project plans, schedules, work hours, budgets, and expenditures.
* Assess project risks and issues, providing proactive solutions.
* Assist with impact analysis and manage change requests.
* Oversee project procurement, including vendor communication, scope definition, cost acquisition, budget support, and purchase order creation.
* Manage the day-to-day implementation of project resources, facilitating document and knowledge transfers across various teams (e.g., vendors, Account Managers, Art Directors, Designers, Writers, Finance, and technical resources) throughout all project phases.
* Prepare essential presentation materials for meetings, such as status notes, meeting minutes, and creative briefs.
* Organize, host, facilitate, and participate in key meetings with stakeholders and contributors (e.g., status updates, creative briefs, client kick-offs, annual business reviews), ensuring follow-up on important actions and decisions.
* Act as a primary point of contact, communicating project status to all participants and ensuring all necessary files and details are prepared and available.
* Secure appropriate sign-off from project sponsors and stakeholders for each project milestone.
* Ensure adherence to organizational processes and maintain comprehensive project documentation.
* Facilitate and participate in software quality assurance processes.
* Receive and manage shipping requests for communication materials, coordinating between clients and printing/shipping vendors.
* Manage vendor correspondence, including project briefing, requests for quotes, purchase orders, and file sharing with various types of vendors (e.g., printers, logistics, photographers, talent agencies, software providers, freelance designers).
* Complete project lessons learned documentation.
* Ensure stakeholder views and impacts are managed to achieve optimal solutions.

**Must-Have Skills**

* Bachelor’s degree in business or a related field of study.
* One to three years of relevant experience.
* Exceptional verbal, written, and presentation skills.
* Highly detail-oriented with the ability to manage the intricacies of multiple projects simultaneously.
* Dependable, reliable, and a self-starter who can effectively complete work.
* Ability to work effectively both independently and as part of a team.
* Proficiency in standard office applications, including word processing, spreadsheets, and project management tools.
* Knowledge of file management, transcription, and other administrative procedures.
* Ability to thrive and deliver under tight deadlines.

**Nice-to-Have Skills**

* Previous experience using project management scheduling software.
* Some related experience working in marketing, advertising, or at a creative agency.
* Related experience in health and safety and communication industries.
* Knowledge of project lifecycle methodologies and risk management.
* Experience with business process design/workflow.
* Working knowledge of development ticketing programs.
* Previous experience using file sharing platforms.
* Interest in pursuing PMP certification.

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**About Aquent Talent:**

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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