Project Coordinator- Ad Agency

Project Coordinator
Location: Mettawa, IL
Schedule: Hybrid – Onsite Tuesday, Wednesday & Thursday | Remote Monday & Friday
Local candidates only.
$18-22/HR based on benefit selections
 
Orion Group is seeking a Project Coordinator to join our pharmaceutical client’s in-house creative agency!
This position supports Project Managers in coordinating the execution of print and digital marketing projects from kick-off through completion.
The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced agency environment while partnering with cross-functional teams to keep projects on schedule, within scope, and on budget.
Key Responsibilities

• Support Project Managers with planning, scheduling, and coordinating multiple creative projects simultaneously.
• Maintain project timelines, status reports, meeting notes, action items, and project documentation.
• Coordinate project workflows using Workfront and Kantata (Mavenlink).
• Route marketing materials through the Veeva PromoMats Medical, Legal, and Regulatory (MLR) review process.
• Track project milestones, deliverables, budgets, and resource assignments.
• Partner with creative, production, studio, and digital teams to ensure projects move efficiently through each stage.
• Prepare and maintain project documentation, estimate tracking, technical specifications, and file structures.
• Communicate project updates and timelines to internal stakeholders and cross-functional partners.
• Track project time daily and assist with project financial reporting while adhering to company financial policies.

Qualifications

• Bachelor's degree required.
• 1+ years of project coordination or project management experience preferred.
• Experience in a creative agency, marketing, advertising, or pharmaceutical environment is highly preferred.
• Familiarity with project management platforms such as Workfront, Kantata/Mavenlink, Asana, Smartsheet, or similar tools.
• Exposure to Veeva PromoMats, Medical/Legal/Regulatory (MLR) review, or pharmaceutical marketing workflows is a plus.
• Strong organizational, communication, and multitasking skills with exceptional attention to detail.
• Proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word, Teams, SharePoint).
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.

Preferred Experience
Candidates with experience supporting:

• Creative or marketing project management
• Print and digital campaign execution
• Cross-functional agency teams
• Pharmaceutical or healthcare marketing
• Promotional review and approval processes

Why Join?
This is an excellent opportunity to gain experience within Orion Group’s award-winning in-house agency for its pharmaceutical clients while working alongside creative, account, and project management professionals on high-impact pharmaceutical marketing initiatives. The role offers exposure to integrated marketing campaigns, agency operations, and industry-leading project management processes in a collaborative hybrid work environment.


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.