Project Management Coordinator

The Project Management Coordinator supports day-to-day delivery across Grafik’s largest account by ensuring project organization, delivery consistency, and cross-functional coordination. Working closely with client strategy, this role helps keep timelines, tasks, approvals, and deliverables moving smoothly from kickoff through final rollout—supporting a high volume of design-led work with multiple stakeholders and deadlines.

The Project Management Coordinator serves as an operational connector across strategy, account, creative, and production teams. This role is responsible for maintaining strong project hygiene (documentation, tracking, follow-through), anticipating needs, and contributing to repeatable processes that reduce risk and support high-quality outcomes in a fast-paced agency environment. We welcome candidates who have an interest in marketing, advertising, and communications.

Department: Project Management
Reports to: COO
Work Location: Hybrid — in-office required 3 days/week in Tysons, VA
Job Category: Full-time, Exempt

Maintains project trackers, timelines, task lists, and status reporting to support alignment on priorities, deadlines, budget tracking, and quality standards across a high-volume, design-led account

Supports Project Managers and project leadership by preparing status updates, maintaining work status and budget trackers, and ensuring follow-through on action items

Coordinates meeting logistics (scheduling, agendas, notes, action items, and follow-up) for internal and client-facing work streams

Tracks deliverables through the workflow, including review rounds, approvals, production readiness, and final delivery; ensures next steps and ownership are clear

Supports creative review cycles by tracking versions, capturing consolidated feedback, documenting decisions, and helping keep review rounds on schedule

Partners with the Client Coordinator to support client communications readiness (timing, materials, approvals, and follow-up)

Supports production readiness by ensuring required inputs are available (copy, specs, brand standards, source files), and that internal and external handoffs are complete, organized, and on time

Maintains project documentation standards, including decision logs, approvals tracking, version control, scope notes, and risk/issue tracking as needed

Assists with resourcing coordination by tracking workload signals, flagging schedule conflicts, and escalating risks early to the Director of Project Management (Interim COO) and/or Project Operations leadership as needed

Identifies workflow friction and contributes to documentation upkeep and process improvements that strengthen delivery consistency and operational scalability (templates, checklists, trackers, repeatable workflows)

Supports cross-functional collaboration between strategy, account, creative, and production partners to ensure projects run smoothly and effectively

Performs other duties as required and assigned

Highly organized and detail-oriented; able to maintain clear trackers, documentation, and follow-through across multiple work streams

Strong written and verbal communication skills; able to support clarity and accountability across teams and stakeholders

Collaborative, solutions-oriented mindset; comfortable asking questions, surfacing risks early, and helping work move forward

Ability to learn and use project management tools and templates effectively; comfortable working in structured systems and documentation standards

Able to prioritize and stay effective under deadlines, using team tools and processes to bring clarity to fast-moving work

Work on a team interactively and make themselves available to other team members when needed

Multitask and work well under tight deadlines with a sense of urgency while maintaining a positive attitude under pressure

Perform standard office functions (sitting/standing for extended periods, using a computer, attending meetings, and operating standard office equipment)

Grafik requires employees to work in-office on anchor days (Tuesdays–Thursdays) in Tysons, VA. This role may also include in-person client visits within the greater DMV area.

Bachelor’s degree or equivalent practical experience

Demonstrated ability to support project planning and execution through strong organization, documentation, and communication habits

Familiarity with project management tools and collaborative documentation systems (e.g., Jira or similar)

Experience supporting creative production workflows (review rounds, versioning, asset handoffs) is a plus

We believe diverse perspectives make stronger work. We encourage candidates of all backgrounds and experiences to apply.