Project Coordinator

WHO WE ARE

We are a vibrant, engaged, talent-driven agency where our staff feel empowered, where ideas are encouraged and where outstanding work is rewarded. We nurture bright, passionate people who are innovative and creative in their thinking and ambitious and brave in everything they do.

DMS is a place where our clients feel looked after, where they trust our ability to deliver and come up with new ways of engaging them and helping them engage their audiences. We strive to be a key agency partner to our clients, delivery consistency of work and quality of service.

Founded in 2002, our headquarters are in London with offices also in Los Angeles and Sydney. We are part of the AKA Group of agencies.

WHAT WE DO

We are a full-service creative digital agency. Our people, technology and insights help global media and entertainment, sports and lifestyle brands create, manage, localise, distribute and place their content and evaluate its media reach.

THE ROLE

The Project Coordinator is a key role responsible for overseeing the daily administration, coordination, and support of digital asset management systems used to manage and distribute digital assets for high-profile clients.

Reporting into the Account Director, and acting as a liaison between clients, internal teams, and developers, the coordinator ensures that platform requirements are met, assets are properly maintained, user management is seamless and high client satisfaction. This role has a strong administrative focus, including gathering, analysing, and reporting data, as well as managing user access and databases across various platforms. With a meticulous attention to detail, the Project Coordinator plays an essential part in both the technical and operational functions of the platforms while supporting the Product Manager in project planning and execution.

KEY RESPONSIBILITIES:

1. Client Communication & Support:

• Serve as a point of contact for clients, both via email and video calls, supporting platform and account-related queries.
• Be pro-active in overseeing, coordinating and delivering all aspects of the client’s relationship with DMS.
• Ensure that a high level of client service and face-to-face client engagement is maintained.
• Build, grow and hone existing relationships with key clients.
• Interpret client briefs and liaise on requirements with the Account Director, Product Manager and development team.
• Collaborate with the teams internally to develop project plans.
• Provide external client trainings and demonstrations on platform functionalities.

2. Digital Asset Management & Maintenance:

• Manage asset permissions and liaise with ingest teams to upload, organise, and maintain new assets on the DAM platform in a timely manner.
• Ensure metadata accuracy and content positioning, proactively reviewing to ensure all assets are up-to-date.
• Oversee scheduled asset launches and coordinate ‘go-live’ timings, ensuring assets are released as planned.
• Provide technical training to internal users on how to use the platforms effectively.
• Test and support the implementation of new feature developments on the platform alongside the Product Manager and clients.

3. Platform & Project Oversight:

• Track and report any platform bugs or issues, working closely with developers and stakeholders to resolve problems efficiently.
• Troubleshoot technical issues with clients, internal stakeholders, and 3rd-party developers to ensure the platform runs smoothly.
• Assist the Product Manager in project planning, scheduling, and documenting project milestones, ensuring all relevant parties are updated on progress.
• Actively participate in risk management, identifying potential challenges and proposing solutions.

4. Documentation & Reporting:

• Maintain accurate project documentation including meeting minutes and reports.
• Deliver monthly data export reports and handle ad-hoc reporting for clients, ensuring all data is accurate and delivered on time.
• Oversee and maintain internal and external user guides for the platforms, ensuring documentation is updated in line with any new development carried out across the platforms.

5. User and System Management:

• Provide ongoing support to platform users, ensuring account creation, updates, and access levels are handled efficiently.
• Maintain a user database for tracking, ensuring user access is documented and shared with clients as needed.
• Support user management by assisting with system settings, troubleshooting, and reporting any technical issues.
• Act as a helpdesk contact for any system-related inquiries from both internal and external users.

6. Collaboration & Stakeholder Engagement:

• Establish and maintain strong relationships with clients, 3rd party vendors, and internal stakeholders.
• Regularly liaise with developers to ensure technical issues are promptly addressed.
• Assist in coordinating cross-functional team efforts to meet client requirements and project deadlines.
• Provide support and complete ad hoc tasks as required by the Account Director

Requirements

Key Tools & Software:

• Digital Asset Management (DAM) Systems (in-house and external)
• Scheduling Software
• Microsoft Office Suite (Excel, Word, Outlook)
• Project management tools (as needed)

Desirable but not essential:

• PRINCE2 certification or equivalent project management qualification.
• Experience working within media or creative industries, particularly in managing media platforms.
• Proactive approach to task management and problem-solving.

This role is ideal for someone who is highly organised, enjoys client interaction and has the technical acumen to manage and troubleshoot digital platforms. A pro-active ‘can do’ attitude will help drive success in this role and help shape the roadmap for future career growth opportunities.