Design project coordinator

Closing date:
6 December 2021

We are looking for a design project coordinator who wants to work for clients with social progress at their heart. Working within our client services team, you’ll be tasked with looking after a diverse range of print-based and digital projects for forward-thinking clients.

It is a dynamic, fast-paced role that calls for top-notch organisational, communication and diplomacy skills to build strong relationships and deliver successful projects.

Reporting to the head of client services, you will work directly with clients and collaborate with the Soapbox team to draw up and implement project plans, timelines and budgets.

Here’s what you’ll be doing

  • Getting involved in a diverse range of projects, working with some of the world’s leading mission-driven policy, research and advocacy organisations.
  • Responding to incoming briefs and requests for quotations.
  • Providing support on costs, timings and process for new business proposals in collaboration with colleagues.
  • In consultation with the design project manager and appropriate team members, developing detailed costings and project timelines in response to client briefs.
  • Producing statements of work and obtaining approvals on costs, billing timetable and turnaround times.
  • Attending and summarising client briefing sessions in support of members of the design team where necessary.
  • Developing internal job briefs based on client requirements, to include project timelines, agreed costs, print specs and any other relevant information/insights.
  • Monitoring billing schedules ensuring the jobs are invoiced accurately and in line with the agreed billing schedule.
  • Assisting the design project manager in managing the short- and long-term schedule of the design team: assigning jobs across the team; matching skills with requirements; and working with the Project managers and project teams to ensure resourcing needs are met, including organising freelance support when necessary.
  • Tracking job progress against timescales and deliverables, reminding clients of deadlines and updating them of any changes in schedule
  • Entering relevant information onto the project management system, monitoring studio performance against approved quotes and timelines, updating project plans as appropriate and communicating changes in scope, cost and timings both internally and externally.
  • Delivering excellent client service by responding to all client enquiries in a timely and friendly way, and with a problem solving, positive attitude.
  • Contributing to the improvement and communication of internal agency processes and procedures.
  • Drafting and processing invoices as requested by the design project manager and members of the client services, design and development teams.
  • Providing administrative support to the design and client services team as required.

Here’s the sort of skills and experience you’ll have

  • Proven project management experience in a design studio or print publishing environment.
  • Excellent organisational skills and the ability to multitask and prioritise.
  • Bachelor’s degree or equivalent.
  • Excellent command of written and spoken English, and the ability to explain and justify decisions to clients and colleagues.
  • Strong commercial awareness.
  • Preparedness to get stuck into whatever is needed with a calm and good humoured approach.

It would also be nice if you had

  • Experience of working with charities/NGOs/think tanks/research organisations.
  • Project management training.
  • Experience with project management tools e.g. Slack, Basecamp, Instagantt.
  • Good command of written and spoken German.
  • An interest in current affairs and public policy.

The role is normally based in our Whitechapel studio, which is still open for a limited number of staff. We are currently offering optional remote working due to the COVID-19 pandemic, but plan to return to our studio at least on a hybrid basis (two to three days per week) later this year.

What we offer in return

We offer a competitive salary and a good benefits package with some great perks, including:

  • 25 days paid annual holiday, plus a three-day Christmas closure and public holidays. You’ll get your birthday off too.
  • Cycle-to-work scheme, tech loans and season ticket loans.
  • Flexible working around core hours (10am–4pm).
  • Generous parental leave and other family-friendly policies.
  • A calendar of regular social events.
  • Matched pension contributions.
  • Barista quality coffee, snacks and fresh fruit.

On the rare occasions we ask you to work overtime, we’ll make sure you get the time back.

Here’s a bit about us

Soapbox is a creative studio for ideas that matter. We partner with forward-thinking organisations to turn knowledge and evidence into social progress. We are designers, web developers, writers, thinkers, storytellers and problem-solvers. We are passionate about the power of ideas and evidence to build a better world.

We are a flexible and fair employer and our values run through everything we do, from the clients we work with to the way we treat our staff. This has helped us to build a close-knit, hard-working and ambitious team. Many of our colleagues have worked with us for a large part of their career, advancing professionally over their years with us. And our growing roster of clients include many of the world’s leading charities, NGOs and research organisations.

Note that our planned return to studio working in November will be subject to government guidance and our own risk assessment. We do not expect employees to return to the studio full-time until well into 2022.

We are committed to equality of opportunity and know that including employees with a diverse range of perspectives and experiences will improve the quality and creativity of the services we provide. We particularly welcome applications from candidates who are members of groups that are currently under-represented at Soapbox, including LGBTQ+ people, people with disabilities, and people from minority ethnic and religious communities.

Recruitment process

We will first assess candidates on the basis of experience and how they communicate their suitability and reasons for wanting to work for Soapbox.

We will acknowledge all applications and let applicants know if they have not been shortlisted. Unfortunately, our job ads generate so much interest it is not possible for us to give feedback to candidates who do not get beyond this stage.

Shortlisted candidates will be invited to interview with our head of client services and two other colleagues. At the interview we will ask you to talk us through your previous career before asking you a series of questions and then answering any questions you have for us.

We would then expect to invite two or three applicants to a less formal second interview with other members of the team – which will also give you the opportunity to find out a bit more about us – before making a decision about whom to appoint.

We would hope to complete this process within two weeks of the closing date for applications which is 6 December 2021.

All unsuccessful shortlisted candidates can ask us to give them feedback on their application and interview performance.

Here’s how to get in touch

Think you’d be a good fit? Please send your CV and a few words about why you think you’d be a great for the role to jobs@designbysoapbox.com

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