Creative Project Coordinator

Company and Vision

PlanetArt’s vision is to be the leading seller of personalized and make-on-demand products worldwide. We provide consumers with unmatched tools and content and an unparalleled end-to-end customer experience that results in high-quality, meaningful finished products and memorable celebrations of live events.

The company’s brands include the popular FreePrints and FreePrints Photobooks apps and the industry-leading SimplytoImpress card and stationery site, as well as Personal Creations, CafePress, and ISeeMe! Visit www.planetart.com to learn more about our brands.

We have more than 500 team members across multiple offices, primarily in Calabasas CA, San Diego CA, Woodridge IL, Minneapolis, MN and Pleasanton, CA. We also have team members in two company-owned offices in China, as well as in Europe.

Job Overview

PlanetArt is looking for a Project Coordinator to support the company’s I See Me! business. The successful candidate will ensure on-time launches of new books, products, international websites and other business initiatives by stewarding project work through the entire company, impacting multiple business functions. This role must possess a positive, can-do, problem-solving spirit that engages multiple cross-functional departments and leaders while keeping all the wheels moving in the right direction. Once a new product or initiative has been given the green light to proceed, the Project Coordinator initiates the project in the JIRA project management system, reviews requests, gathers additional information if necessary, sets up and assigns tasks, and traffics projects to successful completion.

PLEASE NOTE: Candidates must be local to or willing to relocate to the (office) area as we operate on a hybrid work model

Current Hybrid Model: (Onsite: Monday, and Wednesday; Remote: Tuesday, Thursday, and Friday)

Starting September 2024: (Onsite: Monday, Tuesday, and Thursday; Remote: Wednesday, and Friday)

What You’ll Do

Key Responsibilities

• Workflow: Responsible for workflow and project management of global tangible products and international business launches that span across multiple functions within the organization.
• PM System (JIRA): Sets up epics and tasks for the project, working with the stakeholders to fill in any missing information before assigning them to internal/external resources in the project management system. Ensures each employee knows the assignments they need to complete and the due dates.
• Roadblocks: Addresses obstacles (missing information in briefs, approvals, etc.) that are flagged as impediments to activating or moving a task to completion.
• Status: Provides a daily status of the work inside project management tool. Oversees/communicates project status to the stakeholders, to ensure projects are delivered on time.
• Predict: Is aware of and tracks dependent deadlines that impact work to be done by the other departments. Shares findings in regular reporting to Leadership Team.
• Collaborate: Keeps in contact with all departments regarding current deadline status and any issues that may need attention.
• Influence: Provide accountability to those working on a project by ensuring that they are committed to their deadlines and by keeping everyone informed if there is any slippage in meeting milestones.
• Improve: Continuously searching for more efficient ways to use current tools and optimize internal resources.

Requirements

Skills, Qualifications, and Requirements

• The ideal candidate is detail- and task-oriented, deadline-driven, highly organized, able to prioritize multiple projects on tight timelines, and has strong people skills to hold people accountable while always operating with a high level of respect for each individual.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Proficiency in JIRA project workflow systems a plus.
• BA/BS degree in Communications, Business, or equivalent (PM experience is a plus).

·       3+ years' experience, preferably within an agency setting, a technology company or a company that launches physical products.

• Covid-19 vaccine is required – reasonable accommodations will be considered. (please include as last bullet)
  

Key Skills:

• Self-directed, motivated Team Player. Thorough, Succinct Communication, Attention to Detail, and Collaborative. Requires the self-directed ability to create project plans, adhere to milestones, delegate tasks and outline clear action items from start to finish. Experience working with senior stakeholders is a must, as is the ability to develop excellent relationships at all levels within an organization
• Time Management Skills within a Fast-Paced Environment will be required to set reasonable deadlines and respect them, following up on progress to avoid downstream delays. Frequent check-ins as needed, and proactive communication on soft deadlines, will be required as well as escalating issues before bottlenecks occur. Ability to balance strategic focus with tactical implementation / execution
• Flexible Demeanor with Problem-Solving Skills are required to anticipate and identify root causes (early) of roadblocks and build strategies for overcoming them and shifting priorities before larger issues develop. The ability to view every project at a bird’s eye view, as well as having a handle on every detail is critical.
• Organizational and Multitasking Skills with a sense of urgency will ensure everyone is motivated to own their tasks within a fast-paced environment to reach all project goals. Monitoring all moving parts and players requires impeccable ability to organize and follow-up so that details do not fall through the cracks.

What You Can Expect
Working Conditions

• Work is performed in an office environment with low to moderate noise levels
• Position requires regular, continuous use of computer.
• Position requires regular sitting and standing.
• Position requires regular interaction with team members through the following methods: in-person, phone, WebEx, Slack, or email.
• May require occasional travel.
• This is a hybrid position; employees are expected to be in the office two days per week (Onsite: Monday & Wednesday; Remote: Tuesday, Thursday, and Friday)

Benefits

Compensation: $50,000 - $55,000 annual salary + bonus (% of salary based on company sales performance)

PlanetArt offers a comprehensive benefits package, including:

• Health, Dental, and Vision Insurance
• Life Insurance
• 401(k) with matching
• Excellent Work/Life Balance – Paid Time Off, Sick Days, Paid Holidays, and Floating Holidays
• Employee Product Discounts