Job Description

Position: Project Coordinator - Print

Department: Print

Reports to: Asset Manager & VP/Head of Print

Status: Full-time, non-exempt

Direct Reports: No

Location: in office/hybrid

AV Squad is a creative advertising agency specializing in entertainment marketing. Since our inception in 2004, our goal has remained unchanged: We strive to create outstanding, attention-grabbing content that tells an effective story. Our passion for our work and commitment to our clients has positioned AV Squad as an industry leader.

AV Squad has a successful and growing Print Division! If you are an energetic, fearless, and passionate project manager who loves what you do and feeds off of working with others with the same qualities, you’ve found your home. This is a startup division within an established agency, and we’re building an environment that will allow you to vibe hard with others and elevate the people around you. Check your ego at the door and come ready to compete and help the team win.

The Project Coordinator - Print will work on multiple projects within the theatrical, broadcast, streaming and gaming spaces.

Position Summary

As a Project Coordinator - Print at AV Squad, you’ll play a key part in supporting the rollout and adoption of a new project management system .

We’re looking for a Project Coordinator who brings laser-sharp attention to detail and a love of organization to help streamline and track our internal processes as we evolve our project management workflows.

You’ll work closely with our Assets, Accounts, Production, Finishing and Design teams to ensure projects are built and tracked correctly in our project management tools - deadlines are clear, project information is up-to-date and deliverables are accurate and properly documented. If you're organized to the core and enthusiastic about making creative teams run more smoothly — this role is for you.

Responsibilities:

Project Management System Support:

• Support testing and workflow development of the project management tools our team is currently assessing.
• Build and maintain projects, task templates, dependencies, basic automation and timelines within the project management tool.
• Populate projects with correct data: including project information, due dates, team resourcing, file paths, and delivery specs.
• Ensure naming conventions and workflow standards are consistent across projects and departments.

Content Accuracy:

• Double-check project information for accuracy — from due dates to file versions to client delivery requirements.
• Perform spot checks on task descriptions, calendaring, and timelines.
• Proactively flag missing information, resourcing conflicts, or data inconsistencies.

Cross-Team Coordination:

• Partner with Accounts, Design, Production and Finishing teams to keep timelines, due dates, and deliveries aligned.
• Act as a second set of eyes for all internal documentation and status tracking.
• Work with our Asset Manager to streamline cross-functional workflows, with the holistic needs of our Print team in mind

Process Optimization & Documentation:

• Help document workflows, update templates and offer creative solutions within the tool
• Work with our Asset Manager to support and schedule team onboarding for a smooth and consistent team transition.
• Collaborate with all Print departments to standardize and maintain best practices over time.

Beneficial Skills and Experience:

• 1–3 years of experience in a coordination, production assistant, or operations role in a creative or post-production environment.
• Exceptional attention to detail — you catch things others miss.
• Excellent communicator with extraordinary organizational and time-management skills.
• Comfortable and excited to work in a fast-paced, deadline-driven environment with frequently shifting priorities.
• Familiarity with project management tools; ClickUp experience is a plus.
• Basic understanding of post-production workflows, file types, and marketing assets is a plus.
• Applicable software - ClickUp, Asana, Trello, Notion, monday.com, Outlook, Google Suite, Adobe Suite is a plus
• A strategic systems thinker — you love order, logic, and thrive executing repeatable processes.
• Proactively assesses existing and new workflows to identify inefficiencies or ways we can do things better
• Loves a clean calendar and a well-documented task list.
• Checklist obsessives welcome.
• Motivated, collaborative, and curious.
• Experience with DAM systems or creative asset tracking is helpful, but not required.

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