Project Coordinator Ad Agency

Project Coordinator Location: Mettawa, IL Schedule: Hybrid – Onsite Tuesday, Wednesday & Thursday | Remote Monday & Friday Local candidates only. $18-22/HR based on benefit selections Orion Group is seeking a Project Coordinator to join our pharmaceutical client’s in-house creative agency! This position supports Project Managers in coordinating the execution of print and digital marketing projects from kick-off through completion. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced agency environment while partnering with cross-functional teams to keep projects on schedule, within scope, and on budget. Key Responsibilities Support Project Managers with planning, scheduling, and coordinating multiple creative projects simultaneously. Maintain project timelines, status reports, meeting notes, action items, and project documentation. Coordinate project workflows using Workfront and Kantata (Mavenlink) . Route marketing materials through the Veeva PromoMats Medical, Legal, and Regulatory (MLR) review process. Track project milestones, deliverables, budgets, and resource assignments. Partner with creative, production, studio, and digital teams to ensure projects move efficiently through each stage. Prepare and maintain project documentation, estimate tracking, technical specifications, and file structures. Communicate project updates and timelines to internal stakeholders and cross-functional partners. Track project time daily and assist with project financial reporting while adhering to company financial policies. Qualifications Bachelor's degree required. 1+ years of project coordination or project management experience preferred. Experience in a creative agency, marketing, advertising, or pharmaceutical environment is highly preferred. Familiarity with project management platforms such as Workfront , Kantata/Mavenlink , Asana , Smartsheet , or similar tools. Exposure to Veeva PromoMats , Medical/Legal/Regulatory (MLR) review, or pharmaceutical marketing workflows is a plus. Strong organizational, communication, and multitasking skills with exceptional attention to detail. Proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word, Teams, SharePoint). Ability to manage multiple priorities in a fast-paced, deadline-driven environment. Preferred Experience Candidates with experience supporting: Creative or marketing project management Print and digital campaign execution Cross-functional agency teams Pharmaceutical or healthcare marketing Promotional review and approval processes Why Join? This is an excellent opportunity to gain experience within Orion Group’s award-winning in-house agency for its pharmaceutical clients while working alongside creative, account, and project management professionals on high-impact pharmaceutical marketing initiatives. The role offers exposure to integrated marketing campaigns, agency operations, and industry-leading project management processes in a collaborative hybrid work environment. People are our business worldwide Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.