Project Coordinator

Position Summary

Our product design, engineering, and sourcing agency based in Salt Lake City, Utah, is seeking a highly organized and detail-oriented Project Coordinator to support our Senior Project Manager in the product development department. In this role, you will help manage the day-to-day coordination of design and engineering projects, keeping timelines, documentation, and communications running smoothly across internal teams and clients. This is a role for someone who thrives on structure, takes pride in being the most organized person in the room, and finds satisfaction in making sure nothing slips through the cracks. You will serve as a key point of contact for project updates, meeting coordination, and task tracking, helping the team stay aligned and clients stay informed. If you are proactive, detail-driven, and energized by keeping complex projects on track, we want to hear from you. 

JOB DUTIES & RESPONSIBILITIES

Project Intake and Setup

• Support the setup of new projects across internal platforms, ensuring all tools, trackers, and documentation are initialized accurately and completely before work begins.
• Assist in preparing and distributing project briefs for kickoff meetings, compiling notes, proposals, and reference materials to ensure the development team is informed and prepared.
• Help coordinate and schedule kickoff meetings, manage the collection of all required intake information from clients, and ensure reference materials and project details are organized and ready to go.
• Assist with tracking project hours in Forecast, assigning time to the correct team members and keeping workload data current at the start of each week.

Project Coordination and Communication

• Support the Senior Project Manager in overseeing active design and engineering projects, tracking milestones, deadlines, and deliverables across multiple concurrent workstreams.
• Attend all project meetings, take thorough and accurate notes, and distribute clear follow-up summaries with action items to the appropriate team members and clients promptly after each session.
• Monitor open action items across all active projects, following up with internal team members to ensure tasks are completed on time and nothing falls behind without visibility.
• Serve as a reliable point of contact for clients, communicating project updates, timelines, and next steps in a professional, clear, and timely manner that builds confidence and trust.
• Help follow up with clients throughout each project round to ensure things are progressing accurately and on schedule, flagging any risks or delays to the Senior PM early.
• Coordinate project pass-off meetings to ensure all relevant details are clearly communicated between team members at key transition points.
• Keep the Sales team informed on project status and progress to ensure cross-team alignment.
• Know when to escalate questions or issues to senior team members, and proactively loop in the right people at the right time.

Administrative and Financial Support

• Conduct weekly reviews of project hours in Harvest, flagging any hours approaching budget limits and ensuring Forecast reflects accurate workloads without altering historical data.
• Assist in tracking project invoices and estimates in the development invoice tracking sheet, and support the Senior PM in sending invoices at the close of each project phase.
• Help review and compile pricing estimates, adding margins and preparing quote estimate documents for client review, coordinating approvals with senior leadership as needed.
• Monitor the internal development project page, coordinating with the project team to schedule internal work and ensure it moves forward appropriately.
• Notify the administrative team when a project phase is complete so billing and closeout steps can be initiated promptly.
• Assist with prototype shipments, shipping data collection, and other logistical tasks as they arise.
• Support the implementation of process improvements and new tools to increase efficiency and reporting accuracy across the team.
• Pitch in on a variety of tasks and initiatives as needed. As a small, close-knit team, we all wear multiple hats and support each other across projects.

REQUIREMENTS & QUALIFICATIONS //

• Exceptional organizational skills with a demonstrated ability to manage multiple projects and priorities simultaneously without losing attention to detail.
• Strong written and verbal communication skills, with the ability to interface professionally with clients and internal team members at all levels.
• Proficient in Microsoft Office, particularly Excel, Word, and Outlook; experience with project management and tracking tools such as Asana, Smartsheet, Harvest, or Forecast is a plus.
• A proactive, self-starter mindset with a natural tendency to anticipate needs, solve problems independently, and follow through without being prompted.
• Comfortable working with basic financial data including invoices, estimates, and budget tracking.
• Ability to thrive in a fast-paced, dynamic environment where priorities can shift and no two days look the same.
• Strong attention to detail with a genuine commitment to accuracy and thoroughness in all work product.
• A collaborative, positive attitude with a growth mindset and eagerness to learn and take on increasing responsibility over time.
• Experience in a design, engineering, or creative agency environment is a plus.

Salary Range: $50,000-$60,000/year