Project Intake Coordinator

Job Summary

We are seeking a motivated and detail-oriented Project Intake Coordinator to join our team. The successful candidate will be responsible for assisting the project manager and team members in delivering projects on time and within scope. The Project Intake Coordinator will be responsible for receiving, reviewing and assigning new project requests within the organization. This includes helping with the day-to-day operations of the department to help keep projects on track, ensuring timely completion of tasks, and contributing to the overall project success. Other responsibilities include social media management, parts coordination, digital asset management, and rewards program validation.
 

Primary Duties

Project Support:

• Work with the Project Manager, team leads, and stakeholders to prioritize project requests based on strategic importance, resource availability, and alignment with organizational goals.
• Document project requests, approvals, and decisions to ensure transparency in the project intake process.
• Assist the Project Manager in following up on project requests and ensuring timely completion.
• Coordinating, monitoring, and tracking project activities, timelines, and milestones to ensure project success.
• Collaborate with cross-functional teams to gather necessary information and resources for projects.
• Track project progress and communicate updates to stakeholders as needed.

Digital Asset Management:

• Support the upload and organization of marketing assets into our Digital Asset Management Tool.
• Ensure that all assets are properly labeled, tagged, and accessible to relevant team members.
• Work closely with creative teams to maintain consistency and quality in marketing materials.

Social Media Management:

• Assist in monitoring and responding to social media questions, comments, and messages across all platforms.
• Respond to product reviews, addressing customer feedback and inquiries in a timely and professional manner.
• Collaborate with the marketing team to develop strategies for improving customer engagement and satisfaction on social media.

Parts Coordination:

• Coordinate the ordering, returning, and disposal of parts as required by various departments.
• Maintain accurate records of parts inventory and ensure timely replenishment to meet operational needs.
• Communicate effectively with vendors and suppliers to coordinate deliveries and returns.

Rewards Program Validation:

• Validate redemptions and points on our rewards program site, ensuring accuracy and compliance with program rules.
• Monitor activity on the rewards program platform and address any issues or discrepancies promptly.
• Assist customers with inquiries related to the rewards program.
• Other duties as assigned

Qualifications

• Experience with project management tools and software, such as Wrike, Monday.com, Microsoft Project, or Asana is beneficial.
• Proficiency in social media platforms and experience with social media management tools.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Familiarity with digital asset management systems and rewards program management is a plus.
• Experience in project coordination or support is desirable.
• Physical Requirement: Capability to lift 30 pounds. 
• Working Conditions: While performing the duties of this job, the employee is regularly required to reach, swivel, carry items from one building to another, and speak and actively listen. Noise level is usually moderate

Education / Experience

• Bachelor's degree in Marketing, Business Administration, Project Management, Communications, or related field.
• 1-2 years of experience in marketing coordination or similar roles.

Core Values & Competencies

Attributes