Digital Project Coordinator

About the job
Digital Project Coordinator

Remote | Full-Time | Reports to VP of Operations

About The Company

We are a fast-growing U.S.-based healthcare marketing agency supporting healthcare organizations across multiple regulated industries, including cardiovascular care, behavioral health, dental, and multi-location medical groups.

Our team partners with clients across strategy, paid media, SEO, analytics, content, creative, and web development. The work is fast-paced, collaborative, and operationally complex. We are looking for professionals who thrive in high-accountability environments and want to grow alongside a high-performing agency team.

About The Role

We are seeking a highly organized, proactive, and operationally-minded Digital Project Coordinator to support the execution and coordination of client engagements across multiple departments.

This is not an entry-level coordinator role. We are looking for someone who already understands how agency environments operate, can manage competing priorities across multiple workstreams, and knows how to keep projects moving without constant oversight.

You will own a defined portfolio of client work and become a critical operational partner to internal production teams, account management, strategists, and leadership. Your role is to create clarity, maintain momentum, identify risks early, and ensure projects stay organized, accurate, and on track.

The ideal candidate is detail-oriented without losing sight of the bigger picture, communicates clearly under pressure, and proactively solves operational problems before they escalate.

Key Responsibilities

Project Coordination & Operations

Own and maintain the health and accuracy of the project management environment (ClickUp) across active accounts and campaigns
Ensure all projects, tasks, timelines, dependencies, and deliverables are properly assigned, updated, and accurately reflected in the system
Monitor project progress across multiple concurrent workstreams and proactively keep initiatives moving forward
Identify risks, delays, scope shifts, and operational blockers early and escalate appropriately before timelines are impacted
Maintain visibility into the status of all assigned engagements and provide concise project updates to stakeholders when needed
Help ensure internal deadlines and cross-functional handoffs are executed efficiently and on time

Cross-Functional Team Coordination

Act as a central operational liaison between internal departments including Paid Media, Analytics, Creative, SEO, Web, and Account Management
Translate client-driven changes in priorities, timelines, or scope into actionable internal updates
Collaborate closely with Account Coordinators and Strategists to ensure alignment between internal execution and client expectations
Support resource planning discussions by identifying workload trends, delivery bottlenecks, and project capacity concerns

Documentation & Reporting

Create and maintain organized project documentation, meeting notes, workflows, and status updates
Develop clear internal briefs and project summaries for leadership and department stakeholders
Ensure documentation standards remain consistent across accounts and engagements
Maintain operational transparency so teams always have visibility into current priorities and project status

Process Improvement & Systems Support

Identify workflow inefficiencies and operational gaps across the project lifecycle
Recommend scalable improvements to systems, documentation, templates, and recurring workflows
Support the ongoing optimization of internal processes and project management standards
Leverage AI tools to improve operational efficiency, documentation quality, reporting, and task management workflows

What You Will Not Own

Final strategic direction or client marketing strategy
Production execution of deliverables within individual departments
Final staffing or capacity allocation decisions across teams

Your role is to coordinate execution, maintain operational clarity, and surface the information leadership teams need to make informed decisions.

Qualifications

Required

3+ years of project coordination, project management, or operations experience within a marketing agency, digital agency, or similarly fast-paced environment
Proven ability to manage multiple concurrent projects and deadlines simultaneously
Strong organizational skills with exceptional attention to detail and follow-through
Advanced experience with ClickUp or another sophisticated project management platform
Excellent written and verbal communication skills
Ability to work cross-functionally with internal teams and senior stakeholders independently
Highly proactive mindset with strong problem-solving and prioritization abilities
Comfortable operating in a fast-moving environment with evolving priorities
Active user of AI productivity tools such as ChatGPT, Claude, Perplexity, or similar platforms for workflow acceleration and operational support

Strongly Preferred

Experience coordinating projects within Paid Media, Performance Marketing, or Marketing Analytics environments
Exposure to healthcare, medical, legal, financial services, or other regulated industries
Understanding of agency account management workflows and how client services and project management functions intersect
Experience working within Google Workspace and Slack-based environments

Ideal Candidate Profile

Calm under pressure and highly dependable
Operationally sharp and naturally organized
Strong sense of ownership and accountability
Able to identify problems before they become urgent
Comfortable balancing speed, accuracy, and communication across multiple teams
Thrives in highly collaborative agency environments

Compensation & Schedule

Competitive monthly compensation based on experience and location
Full-time remote position
Preference for candidates with substantial overlap with U.S. business hours

Why Join Us

Work with an experienced and collaborative leadership team
Join a growing agency supporting nationally recognized healthcare organizations
Opportunity to work on sophisticated multi-channel marketing engagements
High visibility role with long-term growth potential within operations and project management
Fast-paced environment where strong performers are trusted with ownership and responsibility

Digital Project Coordinator