Project Coordinator (5007)

Be the organizational powerhouse behind a fast-moving production team, keeping projects on track, people connected, and operations running smoothly.

The Project Coordinator will serve as the primary support partner to our Production Manager team for one of our major corporate clients. This highly adaptive role provides essential backend support while also handling occasional client-facing needs as projects evolve. The ideal candidate is a collaborative, detail-driven multitasker who thrives in dynamic environments and enjoys keeping complex work organized and moving forward. If you’re looking to grow your project management skills while working with a fun, supportive, agile, and high-performing team, this role is for you.

This will be a 3 month contract with potential to extend or convert to regular employment.

As a Project Coordinator, You Will

• Secure crew availability by collaborating with the Human Resources team and resources, including managing scheduling, booking agreements, and troubleshooting timecards.
• Assist Production Managers in pre-production tasks, updating internal project tracking records/forms, coordinating/booking travel, location/studio rentals, quotes for gear/talent/location/etc., crew meals, and building call sheets for resources.
• Capture comprehensive meeting minutes during various meetings as required.
• Engage with the larger team to devise strategies for refining processes, documenting internal procedures, and providing training as needed, and updating Confluence.
• Chair weekly team status meetings to facilitate coordination and communication.
• Monitor billing milestone billing schedule and flag past due or missing information.
• Manage weekly timecard approvals for the PM team and add actuals to the tracker for billing. This includes following up with resources reminding them to submit timecards in a timely manner. Update tracker with actuals for billing.
• Manage OOO requests from resources and track approvals.
• Update/Track weekly timecards against project breakdowns for the DBS team to ensure all hours are allocated to the proper PL. Flag discrepancies between client reports vs RUN timecards.
• Review all budget reports and billing invoices to ensure data matches PM tracker data and flag discrepancies.
• Track OOO requests and OT requests for the DBS team and add to the tracker.
• Assist with onboarding new hires and updating client trackers (DBS, NA Stores).
• Review candidate resumes against JD to vet candidates to ensure that their skillset and experience aligns with JD before adding to Beeline.
• Add new resources to Beeline for both competitively sourced requests and yellow badge program.
• Update candidate tracker for competitively sourced requests and flag action items.
• Schedule candidate interviews – coordinating availability with recruiting team, sending calendar invites, accepting invites in Beeline, etc.
• Reconcile expenses for PM team to ensure receipts match expense report and flag discrepancies.
• Track onboarding requests, following up with HR, providing status updates to the PM team to make sure that things are on track for start date.
• Coordinate hard drives / hand off to editors.
• Lead equipment set up meetings for new hires on their first day.

As an Applicant, You Bring

• 2-3 years of experience in production coordination or project management support.
• Experience in media, creative, staffing/recruiting, or technology environments preferred.
• Experience communicating directly with project leads.
• Familiarity with project tracking tools (e.g., Confluence, Beeline, Monday.com)
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
  • Building pivot tables, creating reports, presenting data in clear and concise format.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Detail-oriented with a proactive approach to problem-solving.
• Ability to work collaboratively in a fast-paced environment.
• Exceptional interpersonal abilities for effective collaboration.
• Ability to approach challenges with a solution-oriented, compassionate, and client-focused perspective.
• Initiative-driven approach to tasks and responsibilities.
• Exemplary spelling and grammatical.
• Capacity to excel in a fast-paced environment.
• Embrace an agile mindset to adapt swiftly to evolving situations.
• Comfortable with ambiguity.

Bonus if You Have

• Desire to advance within the production field.
• Experience with Monday.com and Beeline.
• Possession of a valid driver's license for local errands.

Additional Position Details

• Supervisory Responsibilities
  • None.
• Physical Demands
  • Prolonged periods of sitting at a desk and working on a computer.
• Work Environment
  • Production set environment.
  • Hybrid role, requiring two days in the office per week
• Travel
  • Local travel to handle production errands as needed.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or be assigned at any time with or without notice.

At RUN Studios we recognize our ultimate success depends on our talented and dedicated workforce. We understand, value, and are grateful for the invaluable contributions made by each employee. Our goal is to provide a comprehensive program of evolving competitive benefits specifically designed to support the needs of our employees and their dependents.     

Compensation

Pay Range: $30.00 - $34.00 (Hourly)    

The successful candidate’s pay will be based on various factors such as individual qualifications and work location.  

Benefits:

Benefits and perks may vary depending on location and nature of the work, but eligible employees have access to medical, dental, vision, life, and AD&D benefits, health savings and flexible spending accounts, other telehealth and wellness benefits, a minimum of seven paid holidays per year, accrual of at least 6.5 days (Temporary Employment) to at least 15 days (Regular Employment) of paid time off per year, a 401k plan with company match, discretionary bonuses dependent on company, team or individual performance, and referral bonuses for eligible hired referrals.  

As an equal opportunity employer, RUN Studios is committed to pay equity and does not discriminate on the basis of race, color, religion, national origin, gender, gender identity or expression, sexual orientation, genetic information, protected veteran status, disability, age, or other legally protected status.

Salary : $30 - $34