Traffic/Office Coordinator

The traffic/office coordinator role is a blended role. Here is a breakdown of the traffic and office responsibilities:

Traffic Role

At ELL, there are multiple teams that must work together efficiently in order to fulfill the requests of the clients. Every job that comes into the agency must flow through these departments on time, and it is the traffic coordinator’s responsibility to make sure that happens.

To succeed as a traffic manager, you need the ability to multitask, organize and collaborate. Traffic managers juggle a wide variety of requests from clients with competing deadlines and limited resources. Strong decision-making and prioritization are essential to make sure everything runs smoothly, and traffic managers need to be as organized as possible to schedule, monitor and adjust deadlines and resources as needed.

This position also requires significant collaboration, and traffic managers should have excellent people management skills. They need to know how to effectively communicate requests and assignments from clients to their team, which includes getting creative team members to meet deadlines and following up when they don’t, pushing back when clients make unrealistic requests and making sure everyone is satisfied with the project.

The traffic coordinator will create detailed schedules, set deadlines at each stage of the project, and will make sure that work is distributed equally and fairly between creative team members.

He/she will also proactively work with the Directors to hire additional help in the form of freelancers and temporary contractors to support project needs and deadlines.

The traffic coordinator will work with the account services team to adjust deadlines (when possible – should be rare occasion), The traffic coordinator will constantly monitor this process by managing the trafficking system (Basecamp) and communicating with team members to ensure all deliverables are on track. The traffic coordinator will understand the implications of adjusting due dates on other ongoing projects and resources and communicate with the account and creative team to ensure all deadlines can be maintained. They must also look ahead at projects daily to proactively avoid scheduling conflicts or missed deadlines.

When the traffic coordinator does his or her job correctly, they will be considered the quiet hero. Everything is running smoothly, due to their schedules and input, and the clients are happy. If the traffic manager struggles to stay on top of deadlines and clearly communicate with the creative and the account teams, everyone is feels this. The implications could be that deadlines are not met, rush fees are paid, teams are overworked, and clients can quit the agency due to the logistical mess. This is a very important role to ELL.

Special Skills
The traffic coordinator must very organized, and detail oriented. As a traffic coordinator, you will be expected to lead people and teams under tight deadlines and will need to be cool under pressure. Additional skills required include time-management, an eye for detail and problem solving skills.

You should be a people-person, as much of your daily duties will revolve around interaction with different members of each department. You should be good with problem-solving, and also become proficient in Basecamp, our traffic management software. Proficiency with Excel and project management software is a plus.

Education and Training
A bachelor’s degree in the field of advertising, marketing, or some other business-related field. However, considerable agency experience, especially in traffic management or project management, will be considered.

Typical Day
The traffic coordinator’s job is not an easy one. On any given day, dozens of new projects may need to be scheduled, and it is the traffic coordinator’s responsibility to keep everything running smoothly, despite the constant changes and demands of the agency. On any given day, the traffic coordinator will:

  • Meet with the Account leads to learn about the status of existing projects, and details about new projects coming into the agency.
  • Create a schedule for new jobs, set deadlines for various stages of a project, and assign those tasks using Basecamp.
  • Review current and future timelines and job statuses with the Account leads and the creative team members working on the jobs.
  • Reschedule projects based on new or changing priorities. This often happens when clients initiate rush jobs and/or the status changes to ‘on hold’.
  • Report to management (Directors and Partners) about the current workflow, and communicate any possible issues with too much, or too little, work coming into the agency.
  • Work with freelancers and temporary contractors, partnering with the account lead and director to get them up to speed on jobs they will assist with.
  • Touch base with ELL creatives to make sure they are on track or have everything they need.

Office Coordinator Role

Our traffic coordinator will also assist with various office tasks. You will coordinate various office tasks and functions to ensure office operations run smoothly at all times. Tasks include, but are not limited to, assist in answering phones, maintaining office supplies, maintaining refrigerator and pantry for client visits, scheduling meetings and appointments.

  • Office Coordinator Job Duties and Responsibilities:
  • Welcome clients and visitors to the office and assist them as needed
  • Perform various clerical tasks as needed (file papers, organize supplies, etc.)
  • Take meeting notes and transcribe into email, document or spreadsheet form as needed
  • Manage, sort, and distribute incoming mail
  • Prepare outgoing mail and packages
  • Plan and notify all parties of upcoming events, lunches, meetings etc.
  • Help plan out of town arrangements if needed
  • Suggest changes to office task workflow in order to improve efficiency
  • Help clean and tidy public office spaces
  • Frequently check office supply stock; reorder supplies when needed
  • Help train and assign tasks to new interns
  • Report any updates or pertinent issues that need addressing to the Directors and/or Partners
  • Uphold and carry out company office policies and procedures

For more information or to inquire, please email info@ellcreative.com.