Project Coordinator

About ICP   ICP is a global leader in Content Operations, partnering with some of the world's most recognizable brands, including Unilever, Diageo, Coca-Cola, Mars, P&G, Starbucks, Coty, L'Oréal, NBCU, and Aetna. Our expertise spans content management, logistics, creative operations, production, and digital commerce enablement, ensuring a seamless flow of content across all systems and channels. We empower brands to achieve operational excellence and confidently manage their content.

Content confidently.

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With offices in Atlanta, London, Mexico City, Mumbai, and Shanghai, we operate on a global scale, delivering world-class solutions that drive exceptional business outcomes.
Who We Are
At ICP, our values define us: we are Curious, Focused, Creative, Trustworthy, and Inclusive.
We're A People First Company
At ICP, we provide benefits that matter to our people and enable us to be engaged both in and outside of work. We foster a culture where work/life balance is nurtured and encouraged, offering hybrid working, generous paid time off, paid holidays, volunteer time off, and Summer half-day Fridays. We also take care of our people with competitive medical, dental, and vision benefits, mental health support, and a robust savings plan.
Bring the Confidence
Are you a relationship-focused, driven professional with a growth mindset? Do you thrive on breaking through challenges and excelling in competitive environments? You're not expected to have all the answers, but your passion for uncovering solutions and building strong partnerships makes you the perfect fit for this role. We'd love to hear from you!
About the role
We are seeking a detail-oriented and organized Project Coordinator/Admin Assistant to join our dynamic Operations Team. This role is critical to enable Client Partners to concentrate on strategic growth and client relationships by handling operational tasks. This role involves working closely with cross-functional professionals to ensure seamless administrative management. The ideal candidate will have excellent communication skills, a proactive attitude, and the ability to manage multiple tasks in a fast-paced environment.

KEY RESPONSIBILITIES
Project Setup & Maintenance
Create and manage projects in Hub Spot and Rocket (our PSA system), including financial setup, task creation, and resource allocation if required.
Ensure project accuracy (status, financials) by coordinating with Finance.
Maintain timely updates and compliance with internal systems and processes.
Financial Coordination
Maintain forecasting accuracy with correct product taxonomy, guided by Client Partners.
Ensure resource reconciliations are completed promptly, in collaboration with the Client Partner, Finance, and Project Management team.
Draft invoices in line with Client Partner briefs to accelerate billing and revenue recognition.
RFP Assistance
Provide administrative support during RFP processes, including document gathering and coordination where required.
Reporting responsibilities
Revenue accruals and DSO: regularly compile and share concise project status reports with Finance based on Client Partner input, highlighting progress, milestones achieved, and any outstanding issues that may impact timelines.

Cross-Functional Collaboration:

facilitate communication and collaboration among teams by sharing relevant updates and coordinating project activities as needed.
Documentation Oversight:
Maintain and manage essential documentation, such as Master Services Agreements, Scope Of Work, SPros and budgets, ensuring all files are stored correctly and easily accessible to team members.
Technology and Process Support: collaborate cross-functionally providing feedback and recommendations on systems and processes when required.
Compliance and Accuracy: ensure that all reporting aligns with internal systems and processes, supporting financial accuracy and compliance requirements.
HOW YOU WILL MAKE AN IMPACT
Efficiency: less time required for Client Partners to complete admin tasks.
Accuracy & compliance: fewer financial errors and stronger data integrity.
Faster turnaround: quicker project setup and reconciliation.
Cashflow positive impact: timely reconciliations speed up invoicing and revenue recognition.
SKILLS & QUALIFICATIONS
5+ years of experience in project coordination
Experience in coordinating teams and cross functional stakeholder
Proven success working across all levels of diverse stakeholders and cross functional teams
Strong written and verbal communication skills
Acute attention to detail
Creative problem-solving mindset and a deeply curious nature
Ability to remain agile/flexible
Emotional intelligence
Excellent organizational skills
WHAT YOU WILL BRING:
Bachelor's degree (or equivalent) in relevant field