What are the responsibilities and job description for the Project Coordinator position at Downstream?
Role: Project Coordinator
About Downstream
Downstream is a global team of designers, technologists, developers, and project leaders creating impactful brand experiences for some of the world’s most dynamic companies.
Job Description
The Project Coordinator supports studio operations and project teams by facilitating processes, systems, and resource scheduling. Working with the Production Director and Project Managers, the Coordinator assists with project administration, documentation, and financial tracking. The role requires attention to detail, strong organizational skills, and proactive communication. Project Coordinators help ensure smooth workflow across teams and support the delivery of high-quality projects.
Essential Duties
- Support project administration, scheduling, tracking, reporting, and billing.
- Maintain accurate project data and assist with budgets, expenses, and invoicing in DS project management tools.
- Manage daily studio resource scheduling; forecast conflicts and communicate to group directors.
- Track and report on Service Level Agreements (SLAs) and maintenance contracts.
- Assist in preparing reports, documentation, and presentations.
- Provide coverage for Project Managers as needed.
Key Responsibilities
- Schedule: Update and track timelines; support Project Managers in communicating changes.
- Budget: Input, adjust, and report budgets; assist with purchase orders and invoicing.
- Resources: Maintain resource spreadsheets (including international teams); forecast availability and bottlenecks.
- SLAs & Contracts: Monitor ticketing systems; schedule resources; track workflow, reporting, and billing.
- Team Support: Act as a go-to resource for administrative and production support tasks.
- Culture: Contribute to company goals and a positive team environment.
Qualifications
- Bachelor’s degree or equivalent experience.
- 2 years of relevant experience in design, production, or project support (agency experience preferred).
- Strong organizational, communication, and problem-solving skills.
- Proficiency with MS Office, Adobe Suite, and PM tools (Advantage, Teamwork, Smartsheets, Box).
- Ability to collaborate with cross-functional teams and adapt to changing priorities.