POOLHOUSE
Creative Project Coordinator
Richmond, VA, USA
The Creative Project Coordinator is the operational backbone of our post-production and design teams—nailing schedules and milestones, keeping boards updated, and maintaining creative workflows. You'll clear roadblocks, chase down answers, and make sure nothing gets dropped so editors and designers deliver.
You'll thrive if you love creative chaotic and rapid-fire priorities, and if systems thinking comes naturally. This role is part air-traffic controller, part efficiency nerd—someone who brings order, energy, and a little bit of magic to how great creative gets delivered.
Day-to-Day Responsibilities:
● Oversee internal post-production and design projects, ensuring deadlines are consistently met without compromising creative quality.
● Coordinate external project workflows by managing freelance designers, editors, colorists, and motion graphics artists.
● Partner closely with account managers to facilitate timely client reviews, feedback loops, and approvals.
● Organize, manage, and archive final files, version records, deliverables, and associated metadata.
● Track, compile, and document licensing agreements and clearances for music, stock media, and graphic assets.
● Coordinate voiceover sessions, including talent booking, scheduling, session management, and secure file delivery.
● Actively monitor team workload, proactively identifying and communicating potential bottlenecks and resource needs.
● Manage end-of-project media tasks, such as cleanup, archiving, asset storage, and retrieval.
● Maintain detailed records of stock media usage, track licensing statuses, and ensure proper documentation.
● Continuously evaluate and recommend workflow improvements to increase efficiency, reduce friction, and minimize waste.
● Develop and implement rollout plans to optimize the use of internal creative management tools and project trackers.
Requirements
● Clear, proactive communicator who connects seamlessly across teams and levels
● Strong organizational skills and sharp attention to detail
● 2–4 years experience in creative project coordination, production support, or operations
● Familiarity with post production and design workflows and project management platforms
● Experience with creative asset organization, file versioning, and delivery tools
● Comfortable tracking team bandwidth and planning resource allocation
● Strong documentation skills and an eye for repeatable systems
● Proactive about spotting opportunities to improve workflows and optimize systems
● Thrives under pressure and adapts smoothly to shifting priorities
● This position is based out of our office in Richmond, VA and applicants must be willing and able to fulfill the role in person
Benefits
● Competitive salary based on industry standards
● A collaborative and creative work environment
● 100% employer covered medical, dental and vision insurance
● 100% employer covered medical for dependents
● 12 days of PTO a year
● Generous paid holiday schedule including Thanksgiving week and Christmas Break
● Parental Leave
● 401k with employer match
● Monthly cell phone stipend
● Company funding for relevant continued education and skill development
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