AGENCY Digital Project Coordinator Job Description
Title
Digital Project Coordinator
Reporting Line
The Digital Project Coordinator reports to the Project Director
Job Overview
The Project Coordinator role is primarily focussed on supporting the project management
team’s delivery of projects. Their focus will be on creating documentation for project
initiation, tracking project progress, timeline and budgets, project reporting and analytics,
and quality assurance with a focus on great delivery. To do this they should have great
administrative skills with superb attention to detail.
Experience & Skills Required
Degree or equivalent work experience
Experience in using project management tools such as MS Project, budget/time
tracking tools and issue tracking software
Working proficiency with Microsoft Office
Experience in an agency environment
Role & Responsibilities
These are the main areas of focus for a Project Coordinator:
Managing and delivering projects
Support the delivery of multiple work streams for various types of digital
communications projects within an account (e.g. web-site development, mobile
apps, banner advertising, email marketing campaigns, etc.) to agreed scope, timings,
budget and quality
Work with internal teams to help define project scope, resource requirements and
cost estimates for projects
Encourage and facilitate collaboration. Set up projects in AGENCY TOOLS to give full
visibility but allow the team to collaborate independently
Create robust and realistic cost documents in MS Excel and AGENCY TOOLS
Produce realistic timings in MS Project with clearly flagged milestones
Use AGENCY TOOLS to assign and track issues when appropriate
At the start of a project, analyse the areas that could potentially throw the delivery
off track, log these risks and list what you plan to do to mitigate against them
Be on top of projects and know timings, key milestones, budgets, resourcing, risks,
etc.
Assess the time and financial impact of changes and communicate to as appropriate.
Understand the workings and needs of the account you are partnered with; have a
good understanding of the brands you work on - their definitions, their core
characteristics, how they should and shouldn't behave
Understand the key technical aspects of the development process for website
delivery, email delivery, online advertising, digital outdoor etc. as appropriate to
your client.
Be commercially aware: At all times have an idea of the status of the budget of your
projects; WIPS should be updated weekly and any variations from budget accounted
for and where possible mitigated before they happen.
Being professional
Everything communicates – ensure that all documentation, costings, briefs, scopes
and presentations are of the highest possible standard.
Be positive and a force for good in the team – even when faced with difficult
problems. Be solutions focussed.
Remain calm and stable under pressure.
Know when to delegate upwards and raise the alarm at the right time, to the right
people when issues occur.
Be prepared to muck in on areas outside of your immediate team. This means
sharing resource, helping on other accounts, taking part in pitches or managing
internal initiatives.
Building and safeguarding relationships
Have great relationships with the internal project teams, so that people want to
work with and for you.
Be responsible for ensuring that relevant clients and account team members are
kept up to date on project developments: changes in timings, costs and any issues
arising. Communicate regularly and don’t avoid difficult conversations.
Never make promises you can’t keep, and always set expectations realistically.
Ensure that internal and client sign-offs are obtained on all key project deliverables,
and that you have an audit trail to protect yourself if things go wrong.
Where possible don’t back your client into a corner – clients make mistakes too and
are sometimes over-ruled by their bosses. Be sensitive to the pressures they face
and work with them, not against them.
Manage conflicts and issues effectively, and seek guidance from your Project
Director on any potentially sensitive or difficult situations.
Being passionate about advertising and marketing, specifically digital
Make it your business to learn as much as possible: reading relevant blogs and
articles, attending training sessions, talking to experts and taking an interest
generally in what is going on around you.
Be plugged in to new trends and developments across the industry and particularly
within the client’s sector.
Understand the different types of available and emerging media, particularly online,
including constraints and opportunities presented by each.
Understand what makes a good piece of marketing.
Striving for great work
Learn to develop creative and technical judgement and strive for the best work every
time. If you don’t think it’s good enough, say why and work with the team to
improve on it before it moves on.
Ensure you are driving quality at every stage of the project
Job Scope
This role calls for an individual who can focus on the detail, being thoroughly “buttoned-
down” and on top of all aspects of their projects, while being aware of the bigger picture.
The job will open opportunities for an individual interested in furthering their career Project
Management.
