Project Coordinator

London, England Metropolitan Area
Competitive Salary
07 Nov 2019
06 Dec 2019
Job Function
Project Co-ordinator
Contract Type
Full Time

The Project Coordinator role requires the ability to handle a number of projects at any one time as well as being able to respond quickly to online community and team requests. The Project Coordinator will develop a clear understanding of the team’s requirements and objectives, be proactive in attitude and supportive to the team at all times.

Key responsibilities and tasks

Traffic management:

  • Manages and plans all work through the internal production team
  • Manages all communications in and out of the Traffic mailbox
  • Proactively liaises withAccount Servicing and Project Management teams to understand client / project resource needs and to communicate resource availability
  • Identifies resourcing solutions, taking into consideration the needs of the client / project, individual skill sets, resource mix and the wider needs of the business
  • Maintains the Synergist Calendar, provides an accurate and up-to-date view of work allocated vs. resource availability
  • Organises and chairs regular stand-up meetings and proactively manages resulting changes to the daily work schedule

Production planning:

  • Manages conflicting demands on resources, escalating to the Head of Project Management as appropriate
  • Organises and chairs extended weekly planning meetings and proactively manage resulting changes to the daily work schedule
  • Ensures the regular, timely and structured liaison between Project Management and Production teams
  • Understands the individual skill sets of team members, their experience and personal / professional aspirations and applies this knowledge in resourcing decisions and in maintaining a skills database

Timesheet management:

  • Accurately reports own activity levels through timely completion of timesheets
  • Ensures all LEWIS time-sheets are completed on time
  • Manages timesheet approvals process for teams including required reporting and team communications
  • Coordinates timesheet policy enforcement and escalations across relevant teams

Client Management

  • Assists the team with the management of client accounts and projects
  • Offers thoughtful advice and recommendations to clients and team regarding digital tactics and online opportunities
  • Supports relationships with clients, establishing self and LEWIS as an invaluable long-term partner for digital communications services
  • Coordinates communication with select clients and ensures deadlines and service agreements adhered to
  • Participates in the business development process by supporting with pitch preparation and research

Team working and development

  • Ensures personal and deliverable client objectives are met on an on-going basis
  • Accurately reports activity levels and regularly completes timesheets to ensure correct allocation of client duties
  • Escalates general new business requests to appropriate team members
  • Works closely with line manager to maximise own strengths, improve weaknesses and support individual and team career development
  • Regularly attends LEWIS training sessions to enhance skills and develop knowledge

Reporting and analysis

  • Analyses weekly chargeable hours figures and alert potential under / over-utilisation to Project Management and Client Service
  • Analyses business forecasting e.g. available time by day, chargeable hours, upcoming one-working days, etc.
  • Analyses resource data and highlight areas of concern e.g. significant periods of holidays, training, non-chargeable activities, time booked to jobs with wrong status / no BP
  • Analyses resource forecasting data including leavers and joiners
  • Owns other weekly / monthly / ad hoc traffic and resource reporting
  • Provides weekly / monthly freelancer forecast updates and consolidations to Finance team in conjunction with the project lead
  • Provides daily / weekly project budget reports to Account Servicing and Project Management teams
  • Provides reports to the senior management team on request
  • Ensures that all account activity and results are reported back to the relevant senior management
  • Communicates account performance internally at account reviews
  • Provides reports to the senior management team on request


  • Supports the LEWIS and account servicing team on ad hoc initiatives and projects
  • Takes a proactive role in promoting the LEWIS brand, its identity, values and work
  • Supports the HR / talent team by promoting both internal and external opportunities at LEWIS across social media and via the referral scheme
  • Contributes and supports the continuous improvement of systems, practices and policies

About you

  • Previous project coordination experience, ideally in an agency environment
  • Strong understanding of the digital / social industry and related platforms
  • Calmness under pressure and ability to achieve tight deadlines
  • Ability to interact confidently with clients at a senior level
  • Ability to troubleshoot team and client problem areas – and suggest a remedial course of action
  • Creative thinking and an open minded approach
  • Excellent time management skills
  • Proven competency in managing a varied workload

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