Project Management Coordinator

The Project Coordinator (PC) is an entry-level role within the CG Life Project Management department, designed for individuals eager to build a foundation in agency project management. The PC provides administrative and operational support to the project management team while assisting in the coordination of simple projects and internal marketing initiatives. This role is critical in ensuring project teams run smoothly and efficiently, while also serving as a valuable training ground for developing the skills needed to grow into more advanced project management roles.

A successful candidate is highly organized, detail-oriented, and proactive, with a collaborative mindset and a desire to learn in a fast-paced, dynamic agency environment.

Key Responsibilities, including but not limited to:

Project Administration & Support

• Provide day-to-day administrative support to the project management team.
• Assist with scheduling meetings, preparing agendas, taking notes, and distributing action items.
• Maintain project documentation, including timelines, status reports, and other project artifacts as directed by project leads.
• Support in the setup of new projects in internal systems, ensuring all necessary details are accurate and complete.

Tactical Plans, Implementation, & Project Facilitation

• Assist with the execution of simple, low-risk projects (e.g., small-scale deliverables, basic digital updates, or internal marketing initiatives).
• Track progress on assigned tasks, flag risks or delays, and ensure timely communication to project leads.
• Help coordinate cross-team workflows by routing materials, assisting with handoffs, securing approvals, and following up on outstanding items.
• Shadow senior project staff during project planning and client communications to gain hands-on learning experience.

Project Schedule, Scope, Budget, Forecasting, & Resourcing Health

• Support project teams by updating schedules, timelines, and budget trackers.
• Assist with monitoring hours, budget updates, and reporting as directed by project leads.
• Document scope changes and maintain records of project estimates under guidance from senior team members.

Internal Team Relationships & Communication

• Foster a positive, collaborative team environment by being responsive, proactive, and supportive.
• Communicate clearly and professionally with internal teams, escalating challenges to project leads when necessary.
• Coordinate internal marketing and operational initiatives, supporting leadership in execution.

Client Relationships & Communication

• Support project leads in preparing client-facing materials, including status reports and follow-up communications.
• Occasionally attend client meetings to take notes, learn expectations, and observe effective communication practices.
• Ensure timely and accurate delivery of project documentation to clients under close supervision.
• Maintain a professional, client-service–oriented approach in all interactions, representing the agency with reliability and attention to detail.
• Learn and apply best practices in client relationship management by shadowing senior team members.

Process & Efficiencies

• Learn and apply CG Life’s established tools, templates, and processes to ensure consistency and efficiency.
• Provide feedback on workflows and support the adoption of process improvements.

Professional Growth & Learning

• Participate in training and mentorship opportunities within the Project Management department.
• Gain exposure to multi-channel marketing campaigns, agency operations, and client management basics.
• Demonstrate curiosity and initiative in learning project management best practices, tools, and industry knowledge.

Requirements

• 0–2 years of experience in project coordination, administrative support, or internships within marketing, communications, or related fields.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Detail-oriented with excellent follow-through and documentation skills.
• Proactive problem-solver with a willingness to ask questions and seek guidance.
• Strong written and verbal communication skills, adaptable for different audiences.
• Eagerness to learn in a fast-paced agency environment, with an interest in healthcare/pharma marketing preferred.
• Collaborative, flexible, and positive team player with a growth mindset.
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