Project coordinator

Role Purpose

The Project Coordinator (PC) ensures each project is staffed with the right artists, fully prepared for production, and optimized for efficiency. After the Project Manager analyzes the client brief and organizes all materials, the PC handles all aspects of team assembly, including selecting artists from the existing pool, actively searching for and engaging new artists, evaluating portfolios, approving with the Art Director, allocating tasks, and ensuring the team is ready to start production.

Additionally, the PC monitors studio workload, tracks artists’ current tasks, and proactively adjusts the team in response to project changes, delays, or additional scope to maintain smooth production and minimize extra costs.
 

Requirements:

1. B2B experience.
2. Experience working on a project in a creative direction
3. English — Upper-Intermediate.

4. Strong communication and leadership skills.

    

It will be a plus:

• Experience in an architectural visualization company.
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Key Responsibilities:

— Collaboration With the Project Manager

1. Receive a fully organized project package from the PM, including analyzed brief, client materials (CAD, references, PDFs, sketches), clarified goals, deadlines, and deliverables.

2. Identify any missing information or clarify requirements for team assembly and project preparation.

    

— Resource Planning, Talent Search & Team Assembly

1. Determine the number and type of artists needed for each project.Select artists from the existing studio talent pool.

2. Continuously search for and engage new artists, maintain active communication, and build long-term professional relationships regardless of whether they currently have tasks from our studio or not.

    

This includes:

• Keeping regular contact with freelance artists even when they are not actively working on our projects.
• Maintaining warm, respectful, and consistent communication so they feel valued and remain connected to the studio.
• Tracking their workload on external projects and confirming their upcoming availability.
• Ensuring freelancers understand that our studio offers stable, ongoing work and should be prioritized whenever possible.

• Performing regular check-ins and follow-ups so the studio stays top-of-mind and artists respond promptly to project inquiries or booking requests.

   

3. Evaluate portfolios and select the best-fit candidates.

4. Approve candidates in coordination with the Art Director.

5. Allocate artists to the project based on skills, availability, and workload.

— Studio Workload Management & Team Optimization

1. Monitor the workload of all artists across the studio and know who is assigned to which tasks.
2. Quickly respond to project changes (holds, scope increase, delays in client feedback, etc.).
3. Make decisions to reassign, replace, or adjust team members to maintain efficiency and minimize additional expenses.

4. Ensure production workflow remains smooth and deadlines are met.

    

— Project Specification Analysis

1. Review project materials and specifications to understand scope, goals, and required resources.

2. Identify risks or resource gaps early and escalate to the PM if needed.

    

— Team Readiness & Internal Kickoff

1. Ensure all selected artists are onboarded, scheduled, and have all required project materials.
2. Support PM in setting up initial project workflow, task boards, and references.

3. Provide the Project Manager (PM) with information on the status of team assembly and readiness upon request.

    

WORKFLOW

1. Client provides project materials.
2. Project Manager (PM) analyzes the brief and organizes all client materials.
3. Project Coordinator (PC) defines required artists for the project.
4. PC selects artists from the existing studio pool.
5. PC searches for and engages new artists continuously.
6. PC evaluates portfolios and approves candidates with the Art Director.
7. PC allocates tasks to artists and monitors their workload.
8. PC tracks availability of all artists.

9. PC participates in optimizing the team: reassigns, replaces, or adjusts artists in response to project changes (holds, delays, additional scope, etc.).

    

Our offer:

• A creative and open-minded team that is result-focused.
• Remote work.
• 24 working days of paid vacation per year, 12 paid sick leave.

Project starts with a fully prepared and optimized team.