Project Coordinator - #1414552

If you’re looking for a full-service agency that’s shaking up the marketing landscape and creating momentum– you’re in the right place. At Hiebing, we’re a passionate, full-service crew fueled by curiosity, dedicated to doing great work and good deeds. Collaboration is second nature for our teams in both Madison and Austin. They work together to craft meaningful stories for brands we love and pro bono causes we believe in across the country. We believe in the power of our “We Before Me” credo, where the team always has your back and your voice is amplified by others building on your great ideas with a “Yes And”. Think you’d thrive here? Come join the vibe!

We are seeking a Project Coordinator who will be responsible for ensuring the successful delivery of projects. This role will help build project schedules, resolve resource conflicts and use effective communication to meet project objectives. You will collaborate closely with cross-functional teams to ensure team-led deliverables, schedules and scope are on time, and within budget. The ideal candidate is a flexible, adaptable, and proactive self-starter who thrives in a dynamic environment. This role demands understanding of agency operations, critical thinking, leadership, communication, and organizational skills to manage multiple projects concurrently and achieve successful outcomes.

Responsibilities

• Work closely with other teams, such as Brand Development, PR & Social Media Content, Digital and Media to gather and understand project milestones and scope requirements to facilitate project scheduling and delivery
• Manage day-to-day project work from inception to completion including developing project timelines, scheduling internal meetings, resourcing, and entering and managing work into and through our systems
• Lead the prioritization of deliverable timelines that align with capacity of the team against project milestones
• Engage with discipline and project leads to identify schedule, scope or resource capacity conflicts and help find solutions
• Enter project deliverables and resourcing information into our project management system and maintain updates as project timing or scope changes
• Assist project leads with managing client budgets against team-led deliverable scopes and monitor project hours to control project budgets
• Listen for, and give, project status updates during daily check-in meetings with the team
• Champion change in agency workflow and responsibilities with a positive, can-do attitude

• Bachelor’s or associate's degree in related field preferred
• 1+ year proven experience in project management, preferably in advertising, marketing, or related field
• Understanding of advertising campaign development and production processes
• Ability to adapt to changing priorities and manage multiple projects simultaneously while maintaining attention to detail
• Proven self-starter and a team player who sees tasks from start to finish with oversight only as necessary
• Strong critical thinking and problem-solving skills, with the ability to proactively resolve conflicts with multiple stakeholders
• Strong written and verbal communication skills
• Self-motivated, proactive, and curious
• Strong computer skills required, including Microsoft Excel and Word
• Working knowledge with project management software (e.g., Hive, Smartsheet, Asana, etc.)
• Knowledge in both waterfall and agile workflows, with the ability to apply the right approach to ensure efficient and successful project delivery
• This position is a hybrid position. You must be able to be on-site Monday, Tuesday & Wednesday weekly.
• Authorized to work in the United States without requiring sponsorship now or in the future