Senior Project Coordinator

Black Airplane is a digital product agency dedicated to solving complex business problems through innovative technology and design.

As the Senior Project Coordinator, you will oversee communication, scheduling, and resource allocation for Black Airplane’s production team, while managing multiple client projects and ensuring smooth, efficient operations across all initiatives.

This is a full-time, remote position (US only).

Key Responsibilities Project Coordination & Communication

• Manage 10-15 ongoing projects simultaneously, coordinating with internal teams and clients to provide support, resolve blockers, and gather key project information.
• Set up and maintain project kickoff meetings, recurring syncs, refinement, and demo meetings for projects without a dedicated Product Owner.
• Ensure clear, concise, and proactive communication across all stakeholders, including internal teams and clients.
• Assist in stewarding the Production Operations Process (“POP”), ensuring adherence to best practices and supporting both clients and Black Airplane team members.
• Partner with the VP of Production & Experience to ensure there are tools and processes in place for supporting all active work.
• Translate project estimates into detailed project plans, working with Account Executives and Production Leadership to ensure accurate execution.
• Create and maintain project documentation, including project charters, serving as the single source of truth for each project.
• Ensure impeccable organization and note-taking to facilitate clear project tracking and knowledge sharing across the team.

Resource Planning & Production Support

• Work closely with Account Executives and the Production team (designers, product owners, developers) to accurately plan and allocate resources for both prospective and active projects.
• Maintain and update the production schedule, factoring in employee PTO, holidays, and other logistical elements.
• Partner with the VP of Production & Experience to ensure all team members are equipped with the necessary tools and information to deliver high-quality work efficiently.
• Provide ongoing support to the production team, identifying and addressing bottlenecks or challenges that arise.

Qualifications

• 5+ years of experience in a project coordination, project management, or similar role, preferably within a digital product agency or a similar fast-paced environment.
• Strong organizational and multitasking abilities, capable of managing multiple projects and competing priorities with precision.
• Exceptional communication and interpersonal skills, with a focus on proactive, clear, and concise updates.
• Experience in resource planning and managing production schedules.
• Familiarity with project management tools like ClickUp, Slack, Float, and Harvest (or similar platforms).
• Detail-oriented with impeccable documentation skills and a commitment to maintaining accurate, up-to-date project information.
• Ability to adapt quickly to changing priorities, deadlines, and project scopes.
• A problem-solving mindset and the ability to make sound decisions under pressure.
• Familiarity with agile methodologies.
• Experience in the digital product design and development space.
• A background in collaborating with diverse teams