We are Parallel. Our name represents our belief that success is a direct result of people and ideas being in alignment. Our team, our clients, our vendors, all working in sync alongside each other. Our core philosophy and approach to work is that when it comes to solving anything, 1+1=11. When two or more people work together, the result is far greater than if one had done it alone. The number eleven has become synonymous with the idea of collaboration and is subtly and serendipitously integrated within the name Parallel.

Project Coordinator

Position Summary:

The Project Coordinator plays a critical role in supporting the successful delivery of creative projects by coordinating project setup, timelines, workflows, and documentation. This role ensures operational efficiency across projects by maintaining accurate systems, tracking progress, and providing clear visibility to leadership. Working closely with client services, operations, and creative teams, the Project Coordinator contributes to seamless execution through strong organization, proactive communication, and attention to detail.

Responsibilities:

• Project Setup + Coordination
• Complete new project setup in project management systems, ensuring accurate tasks, deliverables, timelines, and budgets in alignment with client services insights and creative operations resourcing
• Maintain project schedules, timelines, and task assignments in collaboration with internal teams
• Coordinate day-to-day workflow across departments to ensure projects progress on time and on budget
• Workflow + Task Management
• Monitor project status, track deliverables, and proactively identify risks or bottlenecks
• Facilitate internal communication to ensure alignment on priorities, deadlines, and next steps
• Support traffic management by helping balance team workload and resource utilization
• Administrative + Production Support
• Assist with documentation of key decisions and action items
• Provide support for production-related tasks, including file organization, asset management, and quality checks
• Systems, Reporting, + Documentation
• Maintain accurate and up-to-date project data, including timelines, budgets, and status updates
• Track time reporting and ensure proper entry and alignment with project budgets
• Generate reports and dashboards to provide leadership with visibility into project health, capacity, and performance
• Ensure all project documentation is organized, accessible, and up to date
• Process Improvement
• Identify opportunities to improve workflows, tools, and systems to increase efficiency and accuracy
• Support implementation and adoption of best practices across project management processes

Core competencies:

• Organization + Attention to Detail – Maintains high accuracy across multiple projects, timelines, and systems
• Time Management + Prioritization – Effectively manages competing priorities in a fast-paced environment
• Communication Skills – Communicates clearly and proactively with cross-functional teams
• Problem Solving – Identifies issues early and supports solutions to keep projects on track
• Collaboration – Works effectively across internal teams
• Systems Thinking – Understands and maintains project management tools and workflows
• Accountability + Reliability – Follows through on tasks and ensures consistency in execution
• Adaptability – Comfortable working in an evolving, dynamic agency environment

Qualifications:

• Bachelor’s degree in Marketing, Communications, Business, or a related field (or equivalent experience)
• 1–3 years of experience in project coordination, project management, or operations (agency experience preferred)
• Familiarity with project management tools
• Experience with time tracking and budget management tools is a plus
• Ability to manage multiple projects simultaneously with a high level of accuracy
• Strong organizational and administrative skills with keen attention to detail