Project Coordinator – Executive Full Time NEW

Join us at OGS

We are OGS—Omnicom’s Integrated Solutions Engine that brings together a global talent community and connected capabilities in data, creative, media, commerce, and technology to build adaptive, future-ready solutions.

We are redefining the global capability center – not as an offshoring hub, but as a true inside edge. OGS is the place where the future is tested, built, and scaled for the world’s most ambitious agencies and clients.

With over 4300+ talented professionals in India, we are proud to be a diverse, inclusive, and collaborative community that thrives on innovation and excellence. Our teams work with some of the world’s most iconic brands, helping them move faster and achieve more—everywhere. We are growing rapidly and looking for passionate individuals to be part of this journey.

Let us build this, together!

Why Join Us?

At Omnicom Health, you’re not just starting a job—you’re becoming part of something bigger. As one of the largest and most specialized global healthcare networks, we’re dedicated to building the ideas and solutions of tomorrow.

Your career here is about growth, impact, and the chance to shape the future of healthcare. Every day, the work you do will contribute to a greater cause, making a real difference in people’s lives.

The OGS-OH partnership empowers some of the world’s iconic brands with Knowledge, Innovation, and Transformation. When you join, you become part of a dynamic team that delivers high-impact solutions in the healthcare marketing and communications space. Here’s what makes us unique:

• We are a growing community that blends creativity, technology, and data-driven insights to transform healthcare.
• Bringing you the best of both worlds – our team partners with key OH strategists while staying rooted in OGS’ culture and values.
• Access to top healthcare and biopharmaceutical brands.
• Helping you own your career – unlock diverse learning and upskilling opportunities, along with personalized talent development programs.
• Empowering you with an inclusive, rewarding, and engaging work environment centred around your
• well-being.

JOB SUMMARY:

As a Project Management Coordinator, you are responsible for the operational day-to-day delivery support on agency business, becoming wholly trusted and relied upon by your agency team in the running of your account and the agency internal processes.

You help manage projects through initial scoping through to creative execution, studio, and production. You are the glue between all departments and closely aligned to client service. You begin to understand how client departments work and are passionate about processes that lead to efficient client agency working relationships.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Overall project management (supporting the Project Manager)
• Assist with the planning, communication, organisation, leadership, and delivery of the programme of work
• Help manage and oversee project scope, monitor scope creep, and drive updates
• Supporting with upstream management of Agency/Client workflow including proactive creation of multichannel timing plans and maintenance of internal status reports as necessary
• Establish and maintain project and/or program communications through project working with the PM
• Support with proactive stakeholder management throughout project lifecycle including running internal status meetings and maintenance and approval of all project documentation
• Assist with escalating concerns and observations to client service team and department leads to further improve our ways of working, not resting on our laurels
• Partner with production specialists as required, approve production decisions where necessary and maintain oversight of delivery alongside PM
• Co-responsible for building and nurturing new supplier relationships
• Help in setting up post project review meetings, and gather feedback for internal and external measurement of KPIs
• Supporting PM with daily internal stand ups

Finance (supporting the Project Manager)

• Assist with managing estimates and timings for the whole project including production within the SOW document and create detailed estimates and timings to gain internal approvals
• Flag internal investment/budget burn as appropriate
• Ensure weekly project financial health reporting alongside the PM
• Management of estimates raise purchase orders and invoice approvals for third party costs for Client Service approval before release to third party
• Report and update Client Service on any risks as needed
• As required attend monthly financial meeting with Client Service and Finance
• Add new suppliers to AX (fill in new supplier forms etc)

Administration and Process (overseen by the Project Manager)

• Create new Workfront projects, set up project and resource management to allocate creative roles
• Support with creating and updating timing plans and scopes to input on Workfront and manage updates
• Join status updates to inform overall project status for new and live jobs
• Prepare production briefs and add to Workfront
• Ensure all specs, assets, signed off copy, signed off design, guidelines any other creative and digital files are available in advance of briefing design, studio, or production
• Ensure documentation like NDAs and contracts are in place for new projects

Resource Management (overseen by the Project Manager)

• Helps to plan and manages agency resources throughout the project lifecycle
• Make requests for strategy, creative, copy, design, and other studio time on WorkFront
• Help lead resource workload management meetings with Traffic team to avoid conflicts and lack of resource

Creative (supporting the Project Manager)

• Assist with creative development and production phases including joining kick-off meetings, creative reviews and production briefings diarizing where required
• Support on setting agendas and informs on next steps to firm up agreements across the team with the PM
• Support with the evaluation of creative and production against brief, budget, requirements, and brand guidelines for client service review
• Ensure all concepts and project documentation is approved prior to client presentation
• Ensure all creative work is proof-read before being presented to client
• Traffic internal progress chasing and tracking

Understands our work, our Network, and our clients

• Has basic knowledge and understanding of agency processes and the time required to complete each stage and asks internally to sense check assumptions
• Supports the wider team on prospecting pitches
• Act as an advocate and supporter of DDB Remedy in all interactions with the client or external suppliers
• Ability to grasp an understanding of client team structure, client internal drivers and blockers, able to work with and around these

Position Requirements

Creativity

• Try and anticipate issues or problems and suggests possible solutions in advance
• Explores ideas and new approaches with curiosity and open-mindedness
• Streamlines information sharing across agency departments to provide visibility of forthcoming projects and workloads and minimize duplication of conversation

Productivity

• Owns processes to ensure accurate execution and smooth flow of work
• Tracks and reports on project progress to provide transparency of status
• Organises own work to achieve maximum productivity
• Remains responsive to stakeholders’ needs with a can-do attitude
• Take ownership of the momentum of a project

Relationships/Communication

• Has effective listening, verbal, written and presentation skills and can structure thoughts well and communicate clearly and concisely
• Builds relationships with colleagues gaining their confidence and trust
• Networks appropriately and builds resources
• Be an educator, to improve the wider team’s knowledge and skill, thereby improving the talent within the agency
• Builds productive relationships with 3rd party suppliers
• Practices collaboration across departments, disciplines and with team

Knowledge and Skills

• Has ability to learn and grow from successes and mistakes
• Clearly and concisely communicates next steps and ownership of output across the project team
• Hunger for personal development and knowledge across all channels of production
• Ability to negotiate for optimal outcomes

Management and Leadership

• Proactively builds relationships inside the agency through participating in internal meetings and events
• Sets an example through high professional standards
• Leads self and positively influences peers
• Help to drive internal and external project teams, able to influence positive outcomes
• Seeks ways to improve contribution and increase responsibility
• Speaks positively of clients and other team members – tries to talk them up not down and look for strengths rather than picks at weaknesses
• Provides appropriate and constructive feedback in a timely manner
• Understands the needs and dependencies across agency and client departments, avoids duplication of conversations throughout a project cycle
• Drives ownership and accountability