Project Coordinator- Ad Agency (Print & Digital)

Project Coordinator I – Advertising Agency (Print & Digital)

Location: Mettawa, IL (Lake County)
Work Arrangement: Hybrid – 3 Days Onsite / 2 Days Remote
Contract Duration: 12 Months
Schedule: Monday–Friday | 40 Hours per Week
Transportation: Company shuttle available for Metra commuters

$18-$22/hr based on benefit elections 
 
Orion Group is seeking a highly organized, detail-oriented, and proactive Project Coordinator I to support a fast-paced, in-house advertising agency specializing in pharmaceutical marketing. This individual will work closely with Project Managers, creative teams, and cross-functional stakeholders to coordinate the planning, scheduling, and execution of print and digital marketing projects.
The ideal candidate will have recent advertising agency experience, strong organizational and communication skills, and the ability to manage multiple projects and competing priorities simultaneously. This position requires someone who can anticipate challenges, proactively solve problems, maintain accurate project documentation, and ensure deliverables progress through the appropriate review and approval processes.
Key Responsibilities
Project Coordination & Timeline Management

• Support Project Managers in planning, scheduling, coordinating, and executing multiple print and digital advertising projects simultaneously.
• Develop, maintain, and update project timelines, schedules, status reports, and milestone trackers to ensure projects remain on track.
• Monitor project progress, identify potential delays or roadblocks, and proactively communicate updates to appropriate stakeholders.
• Coordinate project resources and deliverables across creative, studio, production, programming, and other internal teams.
• Assist in ensuring projects are completed on time, within budget, and in alignment with established objectives.
• Prioritize competing deadlines and adjust project schedules as business needs evolve.

 
Agency Workflow & Approval Coordination

• Support projects throughout the advertising agency lifecycle, including project initiation, kickoff, creative development, internal review, approvals, production, and archiving.
• Set up, coordinate, and track project routing through internal agency approval systems, including Workfront and Kantata/Mavenlink.
• Assist with preparing marketing materials and supporting documentation for Medical, Legal, and Regulatory (MLR) review using Veeva PromoMats.
• Coordinate with creative and technical teams to ensure materials meet project specifications, timelines, and applicable review requirements.
• Maintain organized project files, technical documentation, specifications, and approval records.

Communication & Administrative Support

• Participate in project status meetings, capture key discussion points, document action items, and distribute meeting notes and next steps.
• Maintain accurate project status reports, timelines, resource schedules, and other administrative documentation.
• Communicate project updates, outstanding deliverables, and upcoming deadlines to internal stakeholders.
• Support collaboration between Project Managers, creative teams, and brand stakeholders.
• Assist with preparing project documentation, tracking estimates, and maintaining organized digital project folders.

Financial & Operational Support

• Assist with monitoring project budgets, estimates, and financial status.
• Maintain accurate daily time tracking and support project-related reporting.
• Ensure adherence to established financial policies, agency workflows, and internal procedures.

Required Qualifications

• Bachelor's degree required.
• Recent advertising agency experience within the past 2–3 years strongly preferred, ideally supporting creative, marketing, or advertising project workflows.
• Previous experience in project coordination, project management support, marketing operations, or a similar role.
• Exceptional attention to detail, organizational skills, and accuracy in maintaining project documentation.
• Demonstrated ability to manage multiple projects, competing priorities, and deadlines in a fast-paced environment.
• Experience developing, maintaining, and managing project timelines, schedules, and status reports.
• Strong problem-solving skills with a proactive approach to identifying and resolving project challenges.
• Excellent written and verbal communication skills, including the ability to collaborate with cross-functional teams.
• General understanding of project lifecycles, creative development processes, and project management methodologies.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
• Ability to work independently while remaining collaborative, adaptable, and responsive to changing priorities.

Preferred Qualifications

• Experience supporting digital advertising or marketing projects, including websites, email campaigns, digital banners, or other interactive assets.
• Pharmaceutical, healthcare, or life sciences marketing experience.
• Print production experience, including coordinating creative assets, production schedules, and deliverables.
• Familiarity with agency project management platforms such as Workfront, Kantata, or Mavenlink.
• Exposure to Veeva PromoMats or Medical, Legal, and Regulatory (MLR) promotional review processes.
• Experience working within an internal advertising agency or external creative agency environment.

Ideal Candidate Profile
The ideal candidate is an organized, proactive, and detail-focused project coordinator who thrives in a high-volume advertising agency environment. They are comfortable juggling multiple projects, keeping creative teams aligned, and ensuring timelines, deliverables, and documentation remain accurate and up to date.
 


People are our business worldwide
 
Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.