Job Description

Job Title: Project Coordinator – Marketing Incentives & Media Operations

Job Description:

We are looking for a proactive and detail-driven Project Coordinator to support the planning, execution, and tracking of marketing initiatives across incentives (primarily BCC) and media campaigns. This role will serve as a central point of coordination between internal teams, suppliers, and cross-functional stakeholders to ensure seamless project flow, timely deliverables, and accurate documentation. The ideal candidate brings strong organizational skills, a collaborative mindset, and experience managing marketing workflows, data entry, and creative support.

Key Responsibilities

Incentives Program Coordination (Primarily BCC)

Planning & Proposal Support:

• Maintain and distribute monthly Fresh Forecasts to relevant teams.
• Coordinate coupon offer setup discussions to align with current fresh promotional needs.
• Assist in developing activation plans and ensuring alignment with overlapping OB offers.
• Enter BCC funds and supplier information into breakout files and initiate campaign briefs by notifying Campaign Managers.
• Track and respond to supplier follow-up inquiries and manage communication throughout the offer lifecycle.

Intake Management:

• Verify and assign coupon numbers accurately on internal tracking sheets.
• Create and catalog coupons in the library, ensuring compliance and consistency.
• Perform quality checks and approve nominations ahead of internal deadlines.

Creative Coordination (MyMagazine):

• Notify Campaign Managers of upcoming MyMagazine offers requiring creative assets by key nomination deadlines.

Budget Tracking & Billing Support:

• Review and approve billing detail sheets before submission.
• Monitor spend against supplier and commodity budgets, making adjustments and updates as needed.

Reporting & Analysis:

• Partner with the MAP team for annual or bi-annual benchmarking sessions.
• Compile manual reports using BCC data and suggest updated benchmarks based on campaign hierarchy.
• Extract campaign performance from Prism and populate results in commodity-specific templates.
• Finalize campaign reporting and track performance against overlapping OB offers.

Media Campaign Coordination

Program Setup & Planning:

• Assist in preparing strategic media recommendations using internal templates, adhering to a one-week lead time.
• Send internal kickoff emails and coordinate intake by sharing campaign details and supplier breakout documents.

Campaign Execution:

• Support creation of Parent and Child Opportunities in Salesforce.
• Populate Prism with campaign information and update project trackers on a weekly basis.
• Coordinate the development and distribution of supplier briefs with due dates and follow-up schedules.
• Follow up consistently on missing briefs or new business applications (typically 3 times weekly).
• Upload signed briefs to corresponding Salesforce records and confirm targeting approvals.
• Work with Account Management to initiate campaign setup in Workfront, including UPC submission and tracker updates, ensuring a minimum of 10-day lead time before launch.

Campaign Launch & Monitoring:

• Keep all campaign trackers updated as each campaign goes live.

Post-Campaign Wrap-Up:

• Build manual wrap-up reports and share final results with suppliers.
• Schedule campaign review calls for high-value initiatives.
• Conduct live results review sessions and coordinate responses to billing or invoicing inquiries.

Qualifications:

• 2+ years of experience in project coordination, marketing operations, or a similar role.
• Strong attention to detail and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency with tools such as Salesforce, Excel, and project tracking software (e.g., Workfront, Prism).
• Experience coordinating cross-functional teams and working with external partners or suppliers.
• Ability to manage multiple priorities in a fast-paced environment.

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