Client Project Specialist

Summary/Objective: The Client Project Specialist is a hybrid role primarily focused on owning the timely and orderly flow of a client's projects — from job intake through scheduling, internal coordination, and delivery — while carrying light touches of the foundational client-servicing responsibilities of the Client Business Manager track. This is not a relationship-owner or account-management role; client contact is limited to routine, project-related communication (status updates, scheduling, and requests tied to active jobs). The Client Project Specialist works closely with the Sr. Lead Project Manager and the Client Business Director to ensure timelines and budgets are consistently met. Provides solutions or services to his/her employer and employer affiliates and subsidiaries (“Company”). Essential Duties and Responsibilities: Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions. Project & Traffic Management Manage day-to-day project work from inception to completion, including project planning, resourcing, coordination, invoicing and project/meeting documentation. Work closely with the client services team to define project scope and requirements. Create, communicate, and manage project schedules, budgets, and expectations for assigned jobs. Maintain updated schedules, hold status meetings, send daily status sheets and meeting recaps, and inform the team of changes to due dates (pod management within assigned accounts). Confer with key team members to develop a project plan, milestones, and required tasks for each project. Coordinate, manage, and execute the logistics, scheduling, and production needs for multiple creative/production projects (including but not limited to traditional creative, digital creative, and video). Maintain awareness of daily task lists and the status of Creative & Production work — work in progress, upcoming work, and departmental expectations — within specified timeframes. Follow up to ensure project goals are being met; provide direction and solutions to issues when needed. Monitor Creative/Production departments to ensure efficient time management, in coordination with each department's director. Review and troubleshoot project assignments, tasks, and requests (e.g., in Aqua) to ensure each is actionable and complete as to production details, deadlines, and deliverables; coordinate with the requesting party to quickly resolve identified deficiencies and ensure timely assignment. Assist the Creative/Production teams with fulfilling written estimates and purchase orders (e.g., in Aqua or Basecamp) as assigned. Prioritize workflow and manage workloads across active projects. Help organize and gather assets for projects as needed. Maintain current and consistent project files and folders, following the IT policies. Partner with team members to help maintain systems for project workflow and communications, and support evolving process needs in close partnership with department heads. Enter time on a daily basis (timesheets). Assist with other project management or clerical duties as assigned. Client & Team Communication (Project-Related) Serve as the point of contact for routine, project-related requests; ensure modifications are documented, communicated, and implemented. Coordinate meetings with clients and internal teams to discuss and identify project-related communication needs and requirements. Communicate and document project status to clients and team members on a regular basis; escalate issues via the appropriate channels. • Prepare and distribute accurate, timely internal communication: status reports, job starters, job progress reports, media specs as requests. Serve as a liaison between the agency and outside agency partners, managing timelines and deadlines and routing deliverables when needed. Coordinate and attend status meetings, conference calls, and agency-client meetings that require team member presence. Anticipate and proactively flag expectation or scope issues to the Sr. Lead Project Manager or Client Business Director. Ensure all necessary approvals are obtained before proceeding; manage stakeholder approvals and routing of creative and feedback. Contribute to the development of project and/or annual client planning documents, in support of the Client Business team. Collaboration & Digital Fluency Interact with the Creative Team to help develop business ideas and solutions for clients. Coordinate with all Creative team members and other cross-functional departments on delivery of assets. Develop, maintain, and communicate time-sensitive, up-to-date project schedules while working closely with Creative, Video Production, Digital Creative, Public Relations, Promotions, Accounting, and Client Business. Maintain the professional and technical knowledge required to perform the duties, especially in the digital space. Stay up to date on and understand trends and changes in digital. Process, Quality & Agency Standards Understand the functions and processes of all agency departments, following standard agency policies and procedures. Monitor the work of other agency departments against agreed-upon timetables. Support the development and execution of strategic plans in coordination with department leadership. Demonstrate unity behind team and agency decision-making. Provide effective and efficient use of agency resources and processes to ensure projects are delivered as promised in content, time, and budget. Enforce and pursue quality control in the details of accomplishing tasks. Demonstrate a commitment to doing whatever is required to get the job done right, with enthusiasm and a willingness to go beyond the call of duty. Adapt management style and approach as needed to handle last-minute client requests, tight deadlines, and scope changes, while maintaining a positive, solution-oriented mindset. Comply with all company policies as described in the Employee Manual. Perform other related duties as assigned. Supervisory Responsibility: This position has no direct supervisory responsibilities. Job Competencies: Organizational and Time Management Skills Self-Management and Problem Solving Results Focus Communication Proficiency — write and speak with clarity, authority, and persuasion Effectiveness/Credibility and Influencing Others Decision Making and Judgment Analysis/Reasoning and Attention to Detail Adaptability & Flexibility Stress Tolerance and Tact Preferred Education and Related Experience: Bachelor's degree in Marketing, Advertising, Communications, or a related field. 1–3 years of experience in project coordination, traffic, or production scheduling; agency or marketing department experience preferred. Knowledge and Critical Skills Required: Excellent written and verbal communication in English and Spanish. Strong organizational skills and attention to detail. Ability to manage multiple projects, deadlines, and priorities simultaneously. Work Environment & Travel: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually normal. Must be available to travel occasionally for client meetings or shoots, as needed. Schedule Requirements: Due to the nature of the business this position requires to work Monday to Friday day shifts but must be available to work flexible shifts, holidays & weekends should it be asked.