Production Coordinator

YOUR PRIMARY RESPONSIBILITIES Project Monitoring and Management

• Monitor project schedules daily through the agency dashboards to identify potential issues and ensure projects stay on track.
• Address and resolve project-related issues in a timely manner.
• Coordinate with Account Executives to ensure all projects are set up correctly in the system to effectively move projects through the agency funnel.
• Ensure all project details, including goals, objectives, KPIs, and deadlines, are accurately represented in the project management system.
• Support web team in project management duties, including participating in daily and weekly web huddles, creating and maintaining project schedules, coordinating resources across web designers and developers, and acting as a communication bridge between internal teams and stakeholders to keep web, mobile, application, and Hub Spot platform projects on track.

• Manage project handoffs and transitions between different departments, ensuring smooth workflows and effective communication.
• Coordinate with the Account Executive and internal teams to ensure all project tasks are completed on time and to the required quality standards.
• Facilitate regular production meetings with internal teams to discuss project progress and address any concerns, such as high or low workloads, late tasks that need quick turn, and recommendations for agency outsource.
• Proactively identify, troubleshoot, and resolve bottlenecks in development and deployment workflows, escalating risk factors to the VP of Operations when needed to protect project outcomes and client satisfaction.
• Own the web request intake and triage process: receive project briefs from Account Executives, assess completeness and clarity, flag gaps before work enters the queue, and route requests to the appropriate web team resources for scoping and sprint planning.

• Coordinate and allocate tasks to web designers, developers, and QA testers, ensuring each team member has the resources and clarity needed to successfully deliver web, mobile, and application projects.
• Manage daily, weekly, and sprint-based development activities, maintaining web project schedules and ensuring all milestones align with client timelines and agency delivery standards.
• Translate Workamajig project data into sprint‑ready work items for the web team, and maintain accurate status back in Workamajig so that project records, budgets, and timelines reflect the reality of active development work.
• Serve as the primary communication bridge between web team members and stakeholders, providing regular project status updates, managing expectations, and ensuring alignment across all parties throughout the project lifecycle.

• Monitor day‑to‑day project activities and resource utilization to identify potential under utilization or over utilization.
• Work with the AE and Operations Team to address and solve resource‑related issues proactively.
• Alert the VP of Operations to any potential concerns or issues with meeting key client deliverables due to resourcing.
• Work with department heads on key outsource opportunities and create a robust vendor list based on skill and deliverables needed.
• Facilitate the development of estimates and selection of vendors for print and production work, ensuring all project costs are accurately represented.
• Support account management team with campaign and project set up to ensure that client work gets added into the system quickly and accurately.

The Production Coordinator at Epicosity will play a critical role in ensuring the smooth operation of projects within the agency. This role will involve close collaboration with the Account Executive and internal teams to monitor project budgets and schedules, identify potential issues, manage project handoffs and transitions, and facilitate the development of estimates and selection of vendors for print and production work.