Project/ Traffic Coordinator

Overview

The Traffic Coordinator is a key member of the creative team within the Marketing and Communications department. This role supports the Senior Creative Director and creative team by ensuring a high volume of quality creative assets are delivered on time through various distribution channels.

The Traffic Coordinator will serve as the primary liaison between internal departments and the creative team, managing requests for creative support across multiple projects. This individual will oversee the workflow and project management process throughout the full lifecycle of design projects, including project initiation, scheduling, vendor coordination, distribution, invoicing, and project closeout.

This role will also provide administrative support to the Senior Creative Director to help improve the overall efficiency and effectiveness of the creative team.

Knowledge, Skills and Abilities

• Bachelor’s degree or equivalent professional experience required.
• 4+ years of recent experience working with in-house creative teams or within a marketing/creative agency.
• Hands-on experience using Smartsheet for project management, workflow tracking, and project coordination is required.
• Experience using Box for file management, document organization, and digital asset sharing is required.
• Familiarity with Adobe products preferred.
• Proficiency in Microsoft Office, with advanced Excel skills and Outlook calendar management experience required.
• Experience working with print vendors, including managing quotes, timelines, correspondence, and invoices.
• Ability to prioritize multiple and sometimes competing requests.
• Strong multitasking, problem-solving, and organizational skills.
• Ability to remain flexible and adaptable in a fast-paced environment.
• Excellent written and verbal communication, negotiation, and interpersonal skills.
• Proven ability to collaborate cross-functionally and work effectively with employees at all levels of an organization.

Core Competencies

• Relationship Building: Builds strong working relationships that support individual and team success.
• Communication: Listens and communicates effectively while adapting messaging to different audiences.
• Quality Results: Demonstrates a commitment to delivering high-quality work and meeting established goals and deadlines.
• Adaptability: Navigates changing priorities, ambiguity, and new challenges effectively.
• Emotional Intelligence: Demonstrates professionalism, sound judgment, and strong interpersonal skills.
• Continuous Improvement: Takes initiative to expand knowledge, develop skills, and improve processes.
• Collaboration: Works effectively with diverse teams and stakeholders while promoting an inclusive and respectful work environment.

Essential Functions

• Manage the project initiation process for creative team requests, including reviewing submissions, creating project folders, developing project pages in Smartsheet, and organizing supporting files in Box.
• Oversee project completion processes, including reviewing and closing project pages, organizing files, and ensuring digital assets are properly archived.
• Develop and communicate project timelines with key stakeholders and proactively manage or troubleshoot scheduling challenges.
• Maintain and improve project management systems and processes in collaboration with department leadership.
• Lead daily and weekly status meetings with creative team members and project owners.
• Coordinate print production by managing vendor solicitation, providing project specifications and schedules, and securing quotes in collaboration with the creative team.
• Manage projects requiring fulfillment, including obtaining quotes, coordinating kitting and shipping, and troubleshooting mailing or delivery issues.
• Oversee invoicing for print production and fulfillment projects.
• Assist with contract creation and renewals in partnership with the Senior Creative Director and resource managers.
• Prepare and manage monthly and year-end reports for the creative team and department leadership.