Digital Project Coordinator

In order to be considered for this full-time, remote position, candidates must be located in Colorado. Contractors and 3rd-party firms need not apply.

Join a Rapidly Expanding Team as a Project Coordinator of a Growing Digital Marketing Agency!

Are you the person who makes sure nothing falls through the cracks? Tree Ring Digital is looking for a Project Coordinator who thrives on keeping projects moving, people accountable, and clients informed. You won’t be designing websites or running marketing campaigns. Instead, you’ll be the critical link between our clients and our team of specialists, ensuring everyone knows what needs to happen and when.

This role is about communication, coordination, and follow-through. You’ll manage timelines, enforce deadlines, keep our CRM accurate, and make sure invoices get paid. If a contractor is running behind, you’re the one making the calls until it’s handled. If a client mentions changes on a call, you’re the one logging those action items before the call ends. If a project stalls, you’re the one flagging it with a solution rather than waiting for someone else to notice.

Tree Ring Digital is a Denver-based, top-rated digital marketing agency with a culture that’s hard to beat. We’re like-minded professionals who share common passions, appreciate unique ideas, enjoy each other’s company, and love what we do. Our well-established, creative team thrives in a fast-paced environment while maintaining an excellent work/life balance. No 60+ hour work weeks here.

This individual should have experience coordinating projects in a digital agency or marketing environment. A successful candidate will communicate proactively with clients, hold contractors accountable to deadlines, and keep our project management systems accurate and current. The individual thrives on keeping things organized, following up persistently, and ensuring nothing falls through the cracks.

• Client Communication:
  • Serve as the primary point of contact for clients throughout active projects.
  • Provide proactive status updates so clients never have to chase us.
  • Communicate project timelines, deliverables, and next steps clearly.
  • Extract action items from client calls and log them into Hub Spot within 24 hours.
  • Handle client questions and concerns directly, looping in specialists when needed.
• Team Coordination:
  • Assign tasks to the appropriate team members (designers, developers, content, marketing).
  • Set clear deadlines and follow up persistently until work is delivered.
  • Hold contractors accountable. If a deadline is at risk, you’re following up persistently until it’s resolved.
  • Communicate client needs and feedback to the team accurately.
  • Escalate contractor performance issues with a recommendation (keep, coach, or replace).
• Project & Scope Management:
  • Track project progress against scope of work and timeline.
  • Identify scope creep and flag additions before work is completed.
  • Monitor contractor hours as they relate to project budgets.
  • Review contractor invoices to confirm work is accounted for accurately.
  • Ensure projects move through each phase without stalling.
• CRM & Documentation (Hub Spot):
  • Keep Hub Spot updated as the single source of truth. If it’s not in Hub Spot, it didn’t happen.
  • Log all client communication to both contact and project records.
  • Create tasks and assign to correct team members within 24 hours of any client request.
  • Flag stalled projects and propose action plans to resolve them.
• Invoicing & Collections (Project-Related):
  • Send invoices at project milestones and upon completion.
  • Track additions outside original scope and invoice accordingly.
  • Follow up on unpaid invoices until payment is received.
  • Apply late fees on overdue accounts when appropriate.
  • Close stalled projects professionally by invoicing for work to date and communicating next steps.
  • Projects are not closed until final payment is collected.

• 2-4 years of experience in project coordination, account management, or client services.
• Experience in a digital agency, marketing, or web development environment preferred.
• Proficiency with CRM systems (Hub Spot…