The Antwi Group is seeking an organized, proactive, detail-oriented, and collaborative Project Coordinator to join our Project Management Department.
Working under the direction of the Director / Manager of Project Management, Senior Project Manager, and assigned Project Managers, the Project Coordinator will provide coordination and administrative support for projects across The Antwi Group and its businesses.
The Project Coordinator will help maintain project schedules, track tasks and deadlines, organize meetings, prepare project materials, document decisions and action items, follow up with stakeholders, maintain project files, coordinate approvals, support vendor activities, update project-management systems, and assist Project Managers throughout the project lifecycle.
Projects may involve music, entertainment, recording, media production, marketing, technology, facilities, business development, company operations, events, strategic partnerships, and other approved initiatives.
This position is well suited for an individual interested in developing a professional career in project management, program management, production management, business operations, or related fields.
Key Responsibilities
- Support Project Managers with assigned projects.
- Help maintain project plans and schedules.
- Update project tasks, milestones, and deadlines.
- Track assigned action items.
- Follow up with project participants regarding outstanding responsibilities.
- Maintain project calendars.
- Schedule project meetings.
- Prepare meeting agendas and materials.
- Record meeting notes when assigned.
- Document decisions and action items.
- Distribute approved project information to appropriate stakeholders.
- Maintain project contact and stakeholder lists.
- Help track project dependencies.
- Maintain risk and issue information under the direction of Project Managers.
- Assist with project-status reporting.
- Help collect status updates from participating departments.
- Maintain organized project files.
- Help coordinate required approvals.
- Assist with vendor and contractor scheduling.
- Support procurement-related project activities.
- Help maintain project-budget records.
- Coordinate project documents and deliverables.
- Assist with launch-readiness activities.
- Support project closeout.
- Maintain accurate project-management systems and trackers.
- Escalate missed deadlines, unresolved questions, or documentation issues to the assigned Project Manager.
- Maintain confidentiality regarding projects, clients, partners, budgets, and company plans.
Project Schedule Support
The Project Coordinator may help maintain schedules containing:
- Tasks
- Owners
- Start dates
- Deadlines
- Milestones
- Dependencies
- Review dates
- Approval dates
- Launch dates
- Current status
Changes should be made according to the direction of the assigned Project Manager.
Task Tracking
Project tasks may be tracked using:
- Task description
- Responsible owner
- Deadline
- Priority
- Dependency
- Current status
- Completion date
- Notes
The Coordinator should follow up professionally when updates are required.
Meeting Coordination
The Project Coordinator may organize:
- Project kickoff meetings
- Weekly status meetings
- Creative reviews
- Technical meetings
- Vendor meetings
- Production meetings
- Risk reviews
- Launch-readiness meetings
- Project closeout meetings
Responsibilities may include:
- Scheduling
- Invitations
- Agendas
- Supporting documents
- Meeting notes
- Action items
- Follow-up
Meeting Documentation
Meeting records may contain:
- Date
- Participants
- Topics
- Decisions
- Action items
- Owners
- Deadlines
- Outstanding questions
- Next meeting
Notes should accurately reflect relevant decisions without unnecessary interpretation.
Action-Item Tracking
The Coordinator may maintain action trackers containing:
Action → Owner → Deadline → Status → Follow-Up
Overdue or unresolved actions should be brought to the assigned Project Manager’s attention.
Project Documentation
The Project Coordinator may organize:
- Project charters
- Project plans
- Schedules
- Meeting notes
- Task trackers
- Risk registers
- Issue logs
- Decision logs
- Change records
- Budget information
- Vendor documents
- Approvals
- Deliverables
- Closeout records
Project files should follow established naming, storage, and access procedures.
Status Reporting Support
The Coordinator may collect information regarding:
- Work completed
- Current activities
- Upcoming milestones
- Schedule changes
- Outstanding tasks
- Risks
- Issues
- Decisions required
- Next steps
The assigned Project Manager remains responsible for determining the overall project status and management response.
Risk & Issue Tracking
Under the direction of Project Managers, the Coordinator may maintain information such as:
- Risk or issue
- Date identified
- Impact
- Owner
- Required action
- Deadline
- Status
- Notes
Significant concerns should be escalated rather than independently resolved beyond assigned authority.
Approval Tracking
Projects may require approvals from:
- Executive Leadership
- Department leaders
- Finance & Accounting
- Legal & Business Affairs
- Creative leadership
- Technical personnel
- Clients
- Business partners
- Other authorized stakeholders
The Coordinator may track requested, pending, and completed approvals.
Vendor Coordination Support
The Coordinator may assist with:
- Vendor meeting scheduling
- Deliverable tracking
- Deadline reminders
- Contact information
- Document organization
- Delivery coordination
- Project-related follow-up
Purchasing decisions should remain with Procurement & Vendor Management and appropriate project leadership.
Budget Administration Support
Under appropriate supervision, the Coordinator may help maintain:
- Approved budget information
- Purchase requests
- Purchase-order references
- Vendor expenses
- Actual costs
- Forecast information
- Budget documentation
Financial approval and accounting responsibilities remain with authorized Finance and management personnel.
Creative & Production Projects
For music, recording, video, photography, or other creative projects, the Coordinator may help organize:
- Production schedules
- Recording schedules
- Creative reviews
- Asset deadlines
- Equipment requirements
- Vendor activities
- Approval dates
- Delivery dates
- Release or launch milestones
Specialized creative and technical decisions remain with the appropriate professional departments.
Technology Projects
For technology projects, the Coordinator may help track:
- Requirements
- Development milestones
- Testing
- Vendor activities
- Training
- Documentation
- Approval
- Deployment
- Launch
Technical decisions remain with IT & Digital Systems and appropriate technical personnel.
Facility Projects
For facility or studio projects, the Coordinator may help track:
- Planning
- Approvals
- Procurement
- Vendor scheduling
- Construction or installation milestones
- Equipment delivery
- Inspections
- Operational readiness
Technical building and safety matters remain with qualified personnel and Facilities & Property Management.
Launch Readiness Support
Before significant launches, the Coordinator may help track whether:
- Deliverables are complete.
- Approvals are received.
- Documentation is complete.
- Vendor activities are complete.
- Marketing materials are ready.
- Technical requirements are ready.
- Operational responsibilities are assigned.
- Outstanding issues are documented.
Project Closeout Support
Responsibilities may include:
- Organizing final deliverables
- Confirming documentation is complete
- Closing task trackers
- Recording outstanding items
- Organizing vendor documentation
- Archiving project records
- Scheduling closeout meetings
- Helping document lessons learned
Cross-Department Collaboration
Project Management — project planning, scheduling, reporting, and coordination.
Executive Leadership — approved project information and decisions.
Finance & Accounting — budget information.
Legal & Business Affairs — contracts and approvals.
Business Development — partnerships and growth initiatives.
Sales / Client Relations — client projects and communications.
Marketing / Social Media / Graphic Design — campaigns and launches.
Audio Engineering — recording and studio projects.
Content & Media Production — media-production projects.
IT & Digital Systems — technology projects.
Facilities & Property Management — facility projects.
Procurement & Vendor Management — purchasing and vendor activities.
Operations & Administration — implementation and operational readiness.
Security & Safety — security and safety requirements.
Qualifications
- Associate or bachelor’s degree in Project Management, Business Administration, Operations, Communications, Media Management, or a related field preferred.
- Previous project coordination, administrative, operations, production, or related professional experience preferred.
- Strong organizational skills.
- Excellent attention to detail.
- Strong written and verbal communication skills.
- Ability to maintain schedules and task trackers.
- Strong meeting and documentation skills.
- Ability to manage multiple deadlines.
- Strong computer and productivity-software skills.
- Ability to learn project-management software.
- Strong follow-up abilities.
- Professional interpersonal skills.
- Ability to work effectively across departments.
- Ability to maintain confidential information.
Preferred Skills
Experience or education involving any of the following is a plus:
- Project coordination
- Project management
- Production coordination
- Business operations
- Scheduling
- Meeting coordination
- Task management
- Budget tracking
- Vendor coordination
- Creative projects
- Technology projects
- Project-management software
Relevant CAPM, Agile, Scrum, or other project-management training or certification is a plus.
Professional Expectations
The successful candidate should demonstrate:
- Organization
- Reliability
- Accountability
- Professional communication
- Initiative
- Collaboration
- Accuracy
- Adaptability
- Attention to detail
- Strong follow-through
Career Development
A potential career path may include:
Project Coordinator → Project Manager → Senior Project Manager → Director / Manager of Project Management
Employees may also develop toward program management, production management, business operations, or other project-related specialties.
Confidentiality
The Project Coordinator may have access to project plans, schedules, budgets, contracts, client information, partnerships, production information, unreleased creative materials, technology initiatives, and other confidential company information.
Such information must only be accessed and shared for authorized company purposes.
Location
Poconos, Pennsylvania
The position will primarily involve office-based project coordination but may also require work within studios, production environments, company facilities, project locations, or other approved business settings.
Projects, productions, events, launches, or deadlines may occasionally require evening, weekend, travel, or irregular-hour availability.
Employment Type
Full Time
Department
Project Management
Reports To
Director / Manager of Project Management / Senior Project Manager / Project Manager
About The Antwi Group
The Antwi Group is a growing organization operating across creative, entertainment, media, and related business sectors. Our teams bring together creative talent, technical expertise, management, financial discipline, technology, production, operations, and business development to build projects and opportunities designed for long-term growth.
Application
Interested candidates should submit an application outlining their education or training, project-coordination, administrative, operations, production, or related experience, organizational abilities, and interest in developing a career in project management.
Applicants may also be asked to provide a résumé/CV, professional references, relevant project-management certifications, or other information demonstrating their qualifications.
Candidates with developing project experience may be considered if they demonstrate excellent organization, communication, reliability, attention to detail, accountability, and strong follow-through.
Applicants should not submit confidential project plans, budgets, contracts, client information, unreleased creative materials, technical documentation, or proprietary information belonging to current or previous employers, clients, or business partners.
The Antwi Group is an equal opportunity employer. We consider qualified applicants without regard to characteristics protected by applicable law.