Summary

The Project Coordinator supports the successful execution of client marketing campaigns by coordinating communication, deadlines, and details across internal teams and external clients. This role ensures client objectives are clearly communicated, project requirements are accurately documented, and deliverables are completed on schedule. Project Coordinators work closely with sales, design, quality assurance, and production teams to deliver high-quality marketing materials that support client growth.

Duties and Responsibilities

• Serves as the liaison between clients and designers to coordinate the development of marketing material to help clients grow existing or new business. 
• Gathers and organizes client requests, objectives, and project specifications to create clear instructions for internal teams.
• Collaborates with and maintains consistent communication with Sales Reps to ensure alignment on client expectations, project status, and any updates or challenges.
• Collaborates and coordinates with Quality Assurance, Design, and Production teams to ensure projects meet creative standards, marketing strategies, and client expectations.
• Communicates client goals, feedback, and revisions to internal teams to ensure accurate execution of projects.
• Tracks project timelines to ensure deadlines are met and projects remain on schedule.
• Maintains accurate project documentation and performs data entry for tracking, backup, and future reference.
• Reviews materials through extensive proofreading for accuracy and completeness.
• Provides clear and professional communication with clients via phone and internet.
• Provides exceptional customer service and handles customer complaints in a professional manner. 
• Collaborates effectively within a team environment while independently managing assigned accounts and projects.
• Executes and prioritizes multiple tasks/projects in a fast-paced environment while meeting weekly and monthly deadlines. 
• Performs other duties as needed.

Education Requirements

• Bachelor’s degree (B. A. / B. S.) from a four-year college or university; or one to two years of related experience and/or training; or equivalent combination of education and experience. 

Knowledge & Other Abilities

• Strong verbal and written communication skills 
• Customer service and relationship building skills 
• Strong organization and time management skills
• Professional phone and email etiquette 
• General computer literacy and ability to learn internal software systems 
• High attention to detail and proofreading ability 
• Strong problem-solving and critical thinking skills
• Ability to interpret written and verbal instructions and translate them into actionable tasks
• Ability to write professional correspondence and communicate effectively with clients and internal teams
• Basic mathematical skills including working with whole numbers, fractions, and decimals
• Proficiency in Microsoft Outlook, Word, and Excel

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, use hands, and talk or hear. The employee is frequently required to reach with hands and arms. Specific vision abilities required include close vision, the ability to adjust focus, and the ability to distinguish color. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

The work environment is dynamic and fast-paced, with daily collaboration across departments. The noise level in the work environment is typically moderate. Mail Shark fosters a supportive and inclusive culture where innovation, accountability, and teamwork thrive.

Benefits & Perks

• Competitive hourly wage with potential for overtime
• Medical, vision, and dental insurance plans for you and your family
• 401(k) plan with dollar for dollar employer match on a generous percentage of your contribution
• Paid time off - Starting with 13 days of PTO (prorated on start date). Additional PTO accrues annually (1-5 years: 8 hours annually; 6+ years: 4 hours annually)
• Paid maternity leave (8 weeks) and paid paternity leave (2 weeks)
• Paid holidays
• Bereavement Leave
• Casual attire 
• Free coffee 
• Snacks and catered food kiosk (Mail Shark adds $5 to your account weekly) 
• Company-paid lunches when print goals are met
• Option to work from home every Friday after a 90-day probationary period