Project and Traffic Manager

Octagon Media, LLC is seeking a highly organized Project and Traffic Coordinator or Manager with advertising or marketing agency experience to manage daily workflow and move client projects from an approved brief through final delivery. This person turns project requirements into clear assignments, maintains realistic schedules, and follows through so the team knows what is due, who owns it, and what is needed next.

You will coordinate execution across creative, digital, website, media, and video projects while supporting agency leadership and client service. Strong attention to detail, confident communication, and proficiency with project management systems are essential.

KEY RESPONSIBILITIES

Manage project intake and creative handoffs. Collect approved scopes, client objectives, audience details, deliverables, specifications, source files, and deadlines. Clarify missing information with leadership and translate it into complete briefs for the creative team.

Build and maintain project schedules. Break work into tasks, owners, dependencies, and milestones. Include time for internal review, client approvals, revisions, and final delivery.

Coordinate daily workflow. Maintain the agency workload calendar and work with the creative lead to schedule assignments based on capacity, skills, and approved priorities. Flag conflicts and recommend solutions early.

Keep the project management system current. Maintain accurate project records, task statuses, due dates, files, decisions, and next steps in Airtable or the agency’s designated platform.

Lead project status meetings. Prepare agendas, capture decisions and action items, follow up with owners, and give leadership a concise view of deadlines, blockers, and decisions needed.

Coordinate client inputs and approvals. Request assets and feedback, communicate routine project updates as assigned, consolidate revision requests, and document approvals and their effect on schedules.

Track scope, hours, and costs. Monitor progress against approved deliverables, revision rounds, time estimates, and vendor budgets. Flag extra requests or overruns for leadership approval before additional work begins.

Support quality checks and delivery. Check deliverables against the approved brief, copy, links, file specifications, and required approvals. Route creative review to the creative lead and confirm that the correct final files are delivered.

Coordinate vendors and project closeout. Track approved freelancers, production partners, and vendor deadlines. Archive final assets and approvals, communicate completed billing milestones to finance, and document lessons for future projects.

REQUIREMENTS

-4 year college degree from an accredited college or university.

-At least 3 years of experience in an advertising, marketing, creative, or digital agency, including project coordination, traffic, production coordination, or account support.

-Exceptional organization and attention to detail, with a demonstrated ability to manage multiple clients, competing deadlines, and changing priorities.

-Proficiency with project management systems such as Airtable, Asana, Monday.com, or ClickUp, including creating tasks, managing timelines, tracking dependencies, and maintaining project records.

-Experience reviewing client and creative briefs, coordinating handoffs, managing revision rounds, and moving work through approval processes.

-Working knowledge of agency production workflows and the steps required to deliver creative, digital, web, print, media, or video projects.

-Strong written and verbal communication, including clear status updates, accurate meeting notes, and professional follow-up with team members, clients, and vendors.

-Ability to anticipate problems, exercise judgment, follow through without repeated reminders, and escalate issues with practical options.

-Ability to track project hours and approved budgets, protect confidential information, and maintain accurate files and documentation.