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Creative Project Coordinator

Kaleidoscope
Full-time
On-site
Chicago, Illinois, United States
Kaleidoscope is a creative collective of thinkers, designers and makers that together connect people and brands.

At Kaleidoscope, we believe the most effective brand solutions require both abstract thinking & tangible results. And like a kaleidoscope that combines colors, shapes and forms to allow us to view the world through a unique point of view, our creative collective of thinkers, designers and makers come from all walks of life and flex all types of skills to provide fresh perspectives rooted in Strategy, Design and Prototyping.

The Role:
The Project Coordinator supports the Project Management team by performing various administrative and coordination tasks essential to managing successful projects. You will primarily manage and track client revisions using Asana and Workfront, coordinate invoicing processes, assist with cost estimates, and support general project administration. This role offers an excellent opportunity to gain hands-on experience and foundational skills in Project Management.
Our ideal candidate is detail-oriented, proactive, and thrives in a dynamic, fast-paced environment. You are confident in your organizational skills, an effective communicator, and eager to support the team's overall success.

Duties & Responsibilities

    • Provide administrative support to Project Managers.
    • Manage and track client revisions using Asana and Workfront.
    • Coordinate estimates, invoicing, and payment tracking.
    • Create and maintain detailed Job Tickets.
    • Coordinate the flow of projects through the Studio.
    • Prepare and dispatch printer proofs to clients and vendors.
    • Scan and archive printer proofs.
    • Assist with quality control tasks and reviews.
    • Gather PDF file proofs and upload to client graphics databases.
    • Conduct product procurement runs as necessary.
    • Support other project management tasks as assigned.

Preferred Education & Experience

    • High school diploma or equivalent required; Associates or Bachelor's degree preferred.
    • 1+ year of experience in Project Coordination, Administration, or a related role.
    • Familiarity with print production processes preferred but not required.

Required Skills & Abilities

    • Strong verbal and written communication skills.
    • Excellent organizational skills and meticulous attention to detail.
    • Demonstrated ability to manage time effectively and prioritize tasks.
    • Ability to multitask and adapt to changing priorities.
    • Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
    • Familiarity with project management software (Asana, Workfront) is beneficial.
    • Problem-solving mindset with a willingness to learn and grow professionally.

Physical Requirements

    • Prolonged periods of sitting and working at a computer.
    • Ability to occasionally lift up to 15 pounds.
$60,000 - $70,000 a year
At Kaleidoscope, we value our team members and strive to provide them with a competitive benefits package that supports their well-being and helps them achieve their financial and personal goals. In addition to a great studio space, unlimited Starbucks coffee, and awesome people (and sometimes dogs) to work with, we offer a comprehensive benefits package for full-time team members, including:

- Flexible work arrangements, including work-from-home options and flexible hours, for certain roles;
- Generous PTO/Floating Holidays, Paid Holidays, and Paid Parental Leave to support work-life balance;
- Health, well-being, and retirement benefits, including medical, dental, and vision insurance;
- 100% employer-paid Basic Life and AD&D Insurance;
- Voluntary Life Insurance for additional coverage for yourself, partner, and children;
- Voluntary Short-Term and Long-Term Disability Insurance (STD and LTD) for added financial protection;
- 401(k) plan with a generous employer match to help you plan for your future;
- Employee Assistance Program - free and confidential support for you and your family.

We are proud to be an equal opportunity employer. Upon hire, candidates are required to provide proof of authorization to work in the United States.
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