Creative Marketing Project Coordinator

Description

CapsLock is a global IT marketing company that pioneers unique, scalable customer acquisition solutions for B2C clients. We solve complex sales challenges across a wide range of industries, primarily for large North American partners. By integrating our expertise in Digital Marketing, IT, Design, AI-driven analytics, proprietary MarTech, and sales consulting, we deliver powerful, data-informed customer acquisition solutions.

At CapsLock, people, technology, and forward-thinking innovation lie at the heart of everything we do. Our diverse, global team, fluent in over 10 languages, thrives on open collaboration and the exchange of new ideas, pushing boundaries to ensure our clients' success.

Role overview 

Our creative team produces hundreds of video ads, images and ad copy variations every month, and we test them across our campaigns to find out what works best. Behind all of that is a fast-moving pipeline, and we’re looking for a Creative Marketing Project Coordinator to keep it running smoothly.

You’ll be working with a team of 15–25 creative strategists, video editors, designers and media buyers. You’ll turn ideas and requests into clear tasks, keep everyone aligned on deadlines, review the final work before it goes live, and make sure every asset gets launched and tested. Many of our workflows are already automated, and we’d love someone who enjoys finding smarter ways to work as we grow.

If you love bringing order to a busy environment, have a sharp eye for detail and are curious about the creative side of marketing, this role is a great place to grow. You’ll also be invited to brainstorming sessions and can contribute your own ideas to the creative process.

Responsibilities

Task & Pipeline Management

• Turn monthly creative requests (videos, images and ad copy) into clear, well-structured tasks in ClickUp (our project management system).
• Add briefs, guidelines and references to each task, and assign it to the right team member
• Agree on deadlines with each team and track every task from request to launch
• Keep an accurate record of all creative tests and their status at every stage

Cross-Team Coordination & Follow-Up

• Communicate daily with a team of 15–25 creative strategists, video editors, designers and media buyers
• Follow up proactively so deadlines are met and nothing stalls in the pipeline
• Flag delays and bottlenecks early and help resolve them
• Release approved assets to media buyers and confirm they have been received, launched and reviewed

Quality Control

• Review final images, videos and ad copy before launch against briefs, client guidelines and technical specifications
• Catch typos, formatting errors and visual glitches before assets go live
• Develop an eye for visual inconsistencies, such as AI-generated artifacts, distorted details or elements that don’t make sense in context
• Collaborate with team members on final reviews and approvals

Reporting & Documentation

• Maintain structured logs of what is live, what is in testing and what has been learned
• Prepare clear status updates and reports using automated data and AI tools
• Document all tasks clearly in ClickUp per team standards

Process Improvement & AI

• Identify repetitive work and use AI tools and automations to streamline the workflow
• Help scale the pipeline to handle 100–350 tasks per month without losing accuracy
• Suggest improvements to task structure, templates and handoff processes

Creative Collaboration

• Take part in team brainstorming sessions and contribute ideas
• Turn raw concepts from brainstorms into structured, actionable tasks
• Build an understanding of our creative work and what performs well, with room to grow into the creative side over time

Requirements

Must-Have Skills

• Proven ability to manage a high volume of tasks with strict deadlines and accurate tracking
• Ability to turn requests and ideas into clear, structured tasks
• Confidence in following up with many people across teams while keeping things friendly
• Sharp eye for detail when reviewing images, videos and ad copy
• Genuine interest in creative marketing and ad content

Technical Skills

• 2+ years of experience in operations, project coordination or process management
• Hands-on experience with project management tools such as ClickUp, monday.com, Asana or Trello
• Practical experience using AI tools (ChatGPT, Claude or similar) to streamline work
• Experience in a marketing agency, creative production or e-commerce environment is a plus
• Upper-intermediate English (B2) or higher

Soft Skills

• Thrives on structure and turning chaos into reliable systems
• Proactive, reliable and consistent with deadlines
• Clear, professional communicator
• Adaptable to shifting priorities in a fast-paced team
• Curious, with the initiative to improve processes and contribute ideas

What we offer

• Remote Work - We offer a truly and fully remote environment. You choose where you are the most productive and comfortable to have an impact.
• Paid vacations - Generous paid vacation policy to ensure you have time to recharge
• Unlimited Sick Days - We understand that being only human means getting sick or feeling under the weather from time to time, so we guarantee you time off as long as you need to recover and get back on your feet.
• Ongoing Learning - People at CapsLock are deeply inquisitive and eager to learn new knowledge and skills, that's why we support and create learning opportunities like the Free Books program, workshops, conferences, and more.
• Home Office -We will cover the equipment and furniture expenses to make sure you have the best work-from-home experience.
• Physical Well–Being - We will cover costs of your medical insurance. Additionally, we offer an allowance for a flexible fitness program.
• Fun Stuff - There is never a shortage of fun stuff