Creative Services Project Coordinator

W Sacramento Corporate Office
500 West Capitol Ave
Marketing & Advertising


The Creative Service Project Coordinator identifies resource requirements to maintain project critical path progress and maintains project tracking and reporting software programs to keep stakeholders and senior managers apprised of project status. Working with the Director of Creative and Advertising, this role provides support for the Creative team which is required to keep projects on track, on task, and to facilitate the flow of status information across advertising and marketing teams. The Creative Service Project Coordinator manages project timelines multiple projects in varying phases of implementation and complexity simultaneously.


  • * Works closely with the Creative team and project leads to support the design, development and maintenance of creative, marketing and advertising projects, including acting as Project Manager.
    1. Communicates scope, goals, and deliverables that support business goals in collaboration with creative team members and stakeholders.
    2. Develops full-scale plans, including timelines and milestones as well as associated communication documents according to template and procedures utilizing Wrike and other associated project management tools.
    3. Traffic jobs between departments and serve as the liaison between creative teams and other departments.
    4. Develops and delivers progress reports, proposals, requirements, and presentations to creative and advertising management.
    5. Submits requests for project resources.
    6. Manages changes to project scope. Identifies potential crises and collaborates with designers, directors, and brief owners to develop contingency plans.
    7. Analyzes project success and challenges upon project completion and provides formal written project evaluation.
  • *Leads the creative and stakeholder teams through logistical, timing and communication issues that arise during the lifespan of a project to maintain project schedule and the identified critical path elements.
    1. Verifies project team partners have completed required status updates and downloads specifics in Wrike.
    2. Obtains outstanding project schedules and status from project members.
    3. Identifies tasks that may not be included in the various projects and works with the team to determine resources and time frames.           
  • *Acts as subject matter expert on the use of Wrike platform and other project support software, produces standard charts and graphs, and trains users on project management software program.
    1. Requests information to complete Wrike status notes and reminds users to update system.
    2. Monitors system to ensure proper utilization by users and works with users to improve system usage and accuracy.
    3. Acts as first-point of contact for application issues that users experience.
  • *Arranges or supports regular team meetings to manage schedule, obtain updates, discuss issues, and resolve problems with the project.
    1. Determines frequency and timing of meetings for projects to facilitate the management of project.
    2. Reserves locations and obtains needed accommodations and equipment.
    3. Creates meeting agendas and status from prior meeting, Issues meeting invitations and notifications timely to participants.
    4. Attends meeting and takes meeting minutes to record status, agreements, issues, and follow up requirements. Updates status with information obtained according to department procedures and publishes minutes as required.
  • *Communicates milestones, priorities, bottlenecks, and other major problems which affect a successful delivery.
    1. Works with creative team to identify the level of communication detail needed to fulfill business requirements for project teams and Senior Leadership.
    2. Selects appropriate methods to communicate the information.
    3. Identifies critical issues timely to enable successful project management.
  • *Prepares documentation to include: status updates, lessons learned, charts/graphs, meeting agenda/minutes and time reports.
      1. Takes detailed notes based on information being provided or presented in meetings, by phone or one-to-one.
      2. Writes meeting minutes or memoranda documents and distributes them timely.
      3. Records lessons learned to capture key information for future utilization.
      4. Creates charts or graphs using office software and specialized project management software.







Bachelor’s degree or equivalent in business or project management. Requires three to five (3-5) or more years of project management experience or an equivalent combination of education and work experience. Previous experience with creative teams. PMP certification and supervisory/team leadership experience preferred.


Ÿ Project management methodologies and tools.

Ÿ 4 or more years knowledge gained from work experience with Gantt, Kanban boards and agile work environments.

Ÿ Strong working knowledge of MS Office programs, Wrike, MS Project, Jira, Workfront and/or similar project software applications.

Ÿ Familiarity with creative processes.




·        Pro-active team leader and self-starter with the ability to drive consensus and resolve issues.

·        Prioritize, meet tightly scheduled deadlines and plan projects.

·        Demonstrate flexibility to meet changing work priorities and production needs.

·        Work independently and in a group.

·        Establish organization of diverse aspects of the position.

·        Critically evaluate project components and collaborate to problem solve.

Ÿ Ability to demonstrate detail orientation.

Ÿ Excellent verbal and written communication skills including documentation and note taking.






PHYSICAL DEMANDS - Employees may occasionally experience the following physical demands for extended periods of time:


Sitting; frequent sedentary work.

Viewing computer monitor;

Keyboarding; use of fingers to make small movements such as typing and mouse usage.




Work is performed in a normal business office environment. Occasional travel to other site locations may be required.


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