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RUN Studios · 3 hours ago

Project Coordinator (5007)

SEATTLE, WA 98109

Full-time

Hybrid

Entry, Mid Level

$30/hr - $34/hr

2+ years exp

RUN Studios is seeking a Project Coordinator to support their Production Manager team for a major corporate client. The role involves managing project logistics, coordinating schedules, and ensuring smooth operations within a dynamic production environment.

3D TechnologyAnimationGraphic DesignVideo

Responsibilities

Secure crew availability by collaborating with the Human Resources team and resources, including managing scheduling, booking agreements, and troubleshooting timecards

Assist Production Managers in pre-production tasks, updating internal project tracking records/forms, coordinating/booking travel, location/studio rentals, quotes for gear/talent/location/etc., crew meals, and building call sheets for resources

Capture comprehensive meeting minutes during various meetings as required

Engage with the larger team to devise strategies for refining processes, documenting internal procedures, and providing training as needed, and updating Confluence

Chair weekly team status meetings to facilitate coordination and communication

Monitor billing milestone billing schedule and flag past due or missing information

Manage weekly timecard approvals for the PM team and add actuals to the tracker for billing. This includes following up with resources reminding them to submit timecards in a timely manner. Update tracker with actuals for billing

Manage OOO requests from resources and track approvals

Update/Track weekly timecards against project breakdowns for the DBS team to ensure all hours are allocated to the proper PL. Flag discrepancies between client reports vs RUN timecards

Review all budget reports and billing invoices to ensure data matches PM tracker data and flag discrepancies

Track OOO requests and OT requests for the DBS team and add to the tracker

Assist with onboarding new hires and updating client trackers (DBS, NA Stores)

Review candidate resumes against JD to vet candidates to ensure that their skillset and experience aligns with JD before adding to Beeline

Add new resources to Beeline for both competitively sourced requests and yellow badge program

Update candidate tracker for competitively sourced requests and flag action items

Schedule candidate interviews – coordinating availability with recruiting team, sending calendar invites, accepting invites in Beeline, etc

Reconcile expenses for PM team to ensure receipts match expense report and flag discrepancies

Track onboarding requests, following up with HR, providing status updates to the PM team to make sure that things are on track for start date

Coordinate hard drives / hand off to editors

Lead equipment set up meetings for new hires on their first day

Qualification

Project management supportProduction coordinationMicrosoft Office SuiteProject tracking toolsMedia experienceSolution-orientedCommunicationOrganizational skillsDetail-orientedInterpersonal abilities