Careers & Internships

Position Description for: Project Coordinator (Full-Time, 32–40 hrs/week)

Position Summary

If you love keeping a million moving pieces organized (and making it look easy), you’ll fit right in. The Project Coordinator supports Peppershock’s Account Managers (AMs) by coordinating client and internal projects, keeping details organized, and helping ensure work is delivered on time and to a high standard.

You’ll also support social media execution and reporting using PepperPost, assist with estimate/proposal setup (support role—AMs finalize scope and pricing), and help with internal events like Word of Mouth Mixers, New Marketing Trends, Shocktoberfest, and other events as assigned.

How We Work at Peppershock (The Vibe)

• Team-first + relationship-driven: We’re big on clear communication, follow-through, and treating clients and teammates like humans (because… they are).
• Quality + deadlines: We like to move fast and do great work. Creating or updating checklists, templates, and solid handoffs helps us stay consistent.
• In-office training: We prefer in-office work during onboarding so you can learn our systems, meet the team, and get real-time support.
• Hybrid is earned: After training, occasional hybrid work may be available based on performance and the needs of the office, staff, and clients.
• If you’re unsure, do a quick dig—then ask: Start with our documentation/training site, do light research (as appropriate), and use tools we provide (e.g., Sintra.ai) and reputable sources. Ask questions early—no one gets bonus points for waiting until the deadline.
• Use our training site (and help us make it better): We have a Google Sites training/intranet with training on a wide variety of topics. It’s a great first stop when you’re learning a process. If you can’t find what you need—or something is unclear—tell us so we can improve it (new situations pop up constantly).

Employment Status, Schedule, and Work Location

• Status: Full-time, 32–40 hours/week (hours may flex based on workload and priorities)
• Pay: Hourly; paid bi-weekly (per offer letter)
• Hours: Generally within standard business hours. Schedule is coordinated with leadership, with occasional after-hours work for client events or networking activities, and very rare weekend work based on client and/or event needs.
• In-office during training: We prefer in-office work during training and onboarding.
• Hybrid work: May be available occasionally after training, based on performance and the needs of the office, staff, and clients.

Success in the First 30/60/90 Days

First 30 Days (Learn + settle in)

• Get comfortable with our core tools: Asana, QBO, Proposify, PepperPost, Google Workspace, High Level, and others as needed.
• Learn Peppershock’s file organization, naming conventions, and approval workflows.
• Jump in to support 3–4 active client projects with strong internal communication and follow-through.
• Start scheduling, submitting for approvals, and monitoring social content in PepperPost, escalating issues appropriately.
• Build a steady rhythm: meeting deadlines, tracking details, and asking questions early.

First 60 Days (Build your coordination rhythm)

• Confidently set up projects in Asana using templates, with clear handoffs and updates to the AM.
• Assist with accurate QBO estimate draft setups from AM direction (AM finalizes time/materials and pricing).
• Produce at least one full cycle of monthly social reporting for assigned accounts.
• Support at least one internal initiative or event.
• Contribute 1–2 process improvements (a checklist, template, or documented SOP).

First 90 Days (Operate with confidence)

• Coordinate and support multiple projects simultaneously with minimal dropped details and proactive status updates (AM owns project management decisions).
• Handle routine PepperPost management comfortably.
• Assist with preparing client-ready Proposify proposals (formatting/organization) based on AM direction; AM approves scope and pricing.
• Use High Level for CRM and marketing campaign workflows.
• Collaborate smoothly with creative, AMs, leadership, and our Virtual Assistant.
• Be ready for the 90-day compensation review based on performance, reliability, role mastery, and business position in the marketplace.

Key Responsibilities (in priority order)

1) Client Project Coordination & Support

• Coordinate day-to-day project details for client work under AM direction (and occasionally CEO direction when needed or when involved with clients).
• Gather required assets and inputs (logos, brand standards, copy, photos/video, approvals) and keep them organized.
• Support creative concept development by compiling references, notes, and client inputs for the creative team.
• Keep project documentation, next steps, and status updates clear so the AM and CEO can make timely decisions.

2) Communication & Quality Control

• Communicate professionally with internal team members and, when assigned, with clients.
• Track deadlines and follow up on approvals, missing inputs, and handoffs.
• Help ensure deliverables are complete and client-ready (basic QA: correct files, naming, links, versions, and required approvals).

3) Social Media Content Coordination, Scheduling, Community Management & Reporting (PepperPost)

• Support monthly social media execution for assigned clients.
• Draft, schedule, and publish posts using PepperPost.
• Monitor and respond to comments/DMs in PepperPost when appropriate; ask for guidance when unsure.
• Track performance and produce monthly reporting for assigned accounts.
• Coordinate with the AM/CEO and the creative team to ensure content aligns with client goals, brand, and approvals.

Peppershock Social Media + VA Collaboration (Virtual Assistant)

• Collaborate with our Virtual Assistant on Peppershock’s social media (planning, drafting, scheduling, monitoring, and reporting as assigned).
• Share status updates and keep handoffs clean so nothing falls through the cracks.
• Pitch in on other VA-assigned tasks that support Peppershock operations and marketing.

4) Administrative & Operations Support

• Provide administrative support that keeps the team moving (meeting coordination, file organization, internal checklists, and task follow-up).
• Support project operations as needed, aligned with current priorities.
• Support the video production team on shoots as needed as a Production Assistant (PA) on set or on location. This may include craft services (food for the crew and talent), props, set dressing, wardrobe, etc. It may also include helping with gear, set-up, strike, or other rover duties as needed.
• Support photographer(s) on shoots as needed.

5) Internal Peppershock Projects & Events

Support planning and execution for internal events, including:

• Word of Mouth Mixers (monthly after-hours event)
• New Marketing Trends (annual, January half-day event)
• Shocktoberfest (annual, October after-hours event celebrating Peppershock workversary)
• Other events as assigned

Assist with logistics, including venue coordination, vendor communication, run-of-show support, asset collection, and post-event follow-up.

6) Systems, Documentation & Continuous Improvement

• Help document repeatable processes (checklists, templates, SOPs) to improve consistency.
• Share ideas for practical improvements.
• Maintain organized digital files and version control.

7) Estimates, Vendor Quotes, and Purchasing Support (with direction)

• Estimate & proposal setup (support role): Assist the AM by setting up estimate drafts in QuickBooks Online (QBO) (e.g., entering/organizing line items, attaching notes/assets as needed). The AM will provide guidance, review, adjust, and approve all time/materials and pricing before client delivery.
• Proposify support: Assist with formatting and “dressing up” client-facing proposals in Proposify based on AM direction.
• Vendor quotes: Call vendors for quotes and gather pricing information with direction from the AM.
• QBO setup support: With training, assist with setting up vendors and clients in QBO.
• Purchase orders & expenses: Issue purchase orders with direction/approval from the AM, and input expenses as directed.

Tools & Systems You’ll Use

• Asana (project setup and coordination)
• QuickBooks Online (QBO) (estimate draft setup support; vendor/client setup support with training)
• Proposify (proposal formatting)
• PepperPost (social scheduling, monitoring, DMs/comments, reporting)
• Google Workspace (Docs/Sheets/Drive), email, and other tools as assigned
• Mac/iOS operating system

Qualifications

• Experience in project coordination, marketing coordination, agency support, or a similar role (or equivalent demonstrated capability)
• Strong organization, follow-through, and attention to detail
• Confident written communication and professional client service instincts
• Comfortable learning new systems and following documented processes (or helping document processes)
• Ability to manage multiple priorities and deadlines without dropping details

Nice-to-Haves

• Experience in a marketing/creative agency environment
• Familiarity with social scheduling/reporting tools
• Experience with Asana (or similar PM tool) and QBO (or similar estimating workflows)
• Basic understanding of creative production workflows (design/video/social)

Other Duties as Assigned (Evolving Role)

This role will evolve as Peppershock continues to refine systems and identify new needs. The Project Coordinator may be asked to take on other reasonable duties that are not yet known or discovered, as innovation is a core value.

Physical / Work Requirements

• Ability to work primarily in an office/studio environment
• Ability to sit/stand for extended periods and work on a computer
• Occasional lifting/carrying of event materials, gear, or office supplies

Equal Opportunity

Peppershock Media Productions, LLC is an equal opportunity employer. We value a diverse workplace and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected status.

How to Apply

Please submit:

• 1. Resume
• 2. A short note answering: – Why this role / why Peppershock? – Confirm availability for 32–40 hrs/week – Tools you’ve used (Canva, Meta, LinkedIn, email platforms, WordPress, project management, etc.) – Links to any samples (writing, social posts, portfolio—anything you’re proud of)