Digital Project Coordinator

Digital Project Coordinator

Remote | Full-Time | Reports to VP of Operations

About the Company

We are a fast-growing U.S.-based healthcare marketing agency supporting healthcare organizations across multiple regulated industries, including cardiovascular care, behavioral health, dental, and multi-location medical groups.

Our team partners with clients across strategy, paid media, SEO, analytics, content, creative, and web development. The work is fast-paced, collaborative, and operationally complex. We are looking for professionals who thrive in high-accountability environments and want to grow alongside a high-performing agency team.

About the Role

We are seeking a highly organized, proactive, and operationally-minded Digital Project Coordinator to support the execution and coordination of client engagements across multiple departments.

This is not an entry-level coordinator role. We are looking for someone who already understands how agency environments operate, can manage competing priorities across multiple workstreams, and knows how to keep projects moving without constant oversight.

You will own a defined portfolio of client work and become a critical operational partner to internal production teams, account management, strategists, and leadership. Your role is to create clarity, maintain momentum, identify risks early, and ensure projects stay organized, accurate, and on track.

The ideal candidate is detail-oriented without losing sight of the bigger picture, communicates clearly under pressure, and proactively solves operational problems before they escalate.

Key Responsibilities

Project Coordination & Operations
* Own and maintain the health and accuracy of the project management environment (ClickUp) across active accounts and campaigns
* Ensure all projects, tasks, timelines, dependencies, and deliverables are properly assigned, updated, and accurately reflected in the system
* Monitor project progress across multiple concurrent workstreams and proactively keep initiatives moving forward
* Identify risks, delays, scope shifts, and operational blockers early and escalate appropriately before timelines are impacted
* Maintain visibility into the status of all assigned engagements and provide concise project updates to stakeholders when needed
* Help ensure internal deadlines and cross-functional handoffs are executed efficiently and on time

Cross-Functional Team Coordination
* Act as a central operational liaison between internal departments including Paid Media, Analytics, Creative, SEO, Web, and Account Management
* Translate client-driven changes in priorities, timelines, or scope into actionable internal updates
* Collaborate closely with Account Coordinators and Strategists to ensure alignment between internal execution and client expectations
* Support resource planning discussions by identifying workload trends, delivery bottlenecks, and project capacity concerns

Documentation & Reporting
* Create and maintain organized project documentation, meeting notes, workflows, and status updates
* Develop clear internal briefs and project summaries for leadership and department stakeholders
* Ensure documentation standards remain consistent across accounts and engagements
* Maintain operational transparency so teams always have visibility into current priorities and project status

Process Improvement & Systems Support
* Identify workflow inefficiencies and operational gaps across the project lifecycle
* Recommend scalable improvements to systems, documentation, templates, and recurring workflows
* Support the ongoing optimization of internal processes and project management standards
* Leverage AI tools to improve operational efficiency, documentation quality, reporting, and task management workflows

What You Will Not Own
* Final strategic direction or client marketing strategy
* Production execution of deliverables within individual departments
* Final staffing or capacity allocation decisions across teams
Your role is to coordinate execution, maintain operational clarity, and surface the information leadership teams need to make informed decisions.

Qualifications

Required
* 3+ years of project coordination, project management, or operations experience within a marketing agency, digital agency, or similarly fast-paced environment
* Proven ability to manage multiple concurrent projects and deadlines simultaneously
* Strong organizational skills with exceptional attention to detail and follow-through
* Advanced experience with ClickUp or another sophisticated project management platform
* Excellent written and verbal communication skills
* Ability to work cross-functionally with internal teams and senior stakeholders independently
* Highly proactive mindset with strong problem-solving and prioritization abilities
* Comfortable operating in a fast-moving environment with evolving priorities
* Active user of AI productivity tools such as ChatGPT, Claude, Perplexity, or similar