Account and Project Coordinator

REMOTE - PHILIPPINES | LONG-TERM TEAM OPPORTUNITY

Brandward is a Canadian marketing agency providing strategy, content creation, social media management, professional photography and video, digital advertising, and performance reporting. Our clients communicate only with Brandward’s Canadian owners. Remote tea ---------- mbers work entirely behind the scenes through Brandward’s approved systems.

We are seeking an exceptionally organized and dependable coordinator to become the operational centre of our remote team. This person will secure, organize, and maintain all client information; manage our digital filing system; coordinate projects; and ensure that no assignment, approval, deadline, or deliverable is lost.

Position Purpose
The coordinator receives information from the Managers, converts it into organized internal records and workflows, assigns approved work to specialists, tracks progress, and returns complete work for owner approval. This role does not set client strategy, change scope, promise deliverables, or communicate directly with clients.

Core Responsibilities

Client Onboarding and Account Records

• Create a secure digital account file and formal onboarding checklist for every client.
• Record business details, contacts, target audiences, services, approved offers, brand voice, logos, colours, fonts, content preferences, required disclaimers, platforms, access, approval authority, reporting requirements, contract dates, campaign dates, and renewal dates.
• Track missing logos, passwords, photographs, footage, staff names, pricing, promotional dates, permissions, releases, disclaimers, and other required assets.
• Maintain a decision log showing approvals, changes to scope, deadlines, campaigns, and internal instructions.

Secure Digital File Management

• Maintain standardized folder structures, naming conventions, version control, approved-file status, source files, archive rules, and backup procedures.
• Separate raw media, working files, review drafts, approved assets, published files, and archived materials.
• Control access by role; maintain platform ownership, permission levels, recovery details, and multi-factor authentication status.
• Conduct periodic access checks and ensure access is removed promptly when roles change or end.

Project and Capacity Management

• Build projects, recurring workflows, task dependencies, priorities, deadlines, and approval stages in ClickUp or the approved system.
• Assign work to the copywriter, designer, video editor, and advertising/analytics specialist.
• Track every deliverable through requested, information received, brief approved, assigned, in production, quality check, owner review, revision, approved, scheduled, published, measured, and archived.
• Monitor workloads and the 30- to 60-day production pipeline; identify overbooking, blocked work, and deadline risk early.
• Provide concise status reports showing completed work, outstanding work, missing information, owners, deadlines, risks, and next actions.

Scope, Deliverable and Revision Control

• Record exactly what each client package includes, including quantities of graphics, videos, captions, blogs, email s, campaigns, reports, revisions, and other deliverables.
• Flag out-of-scope requests and prevent extra work from beginning without Patti or Anthony’s approval.
• Track completed, outstanding, carried-forward, and unused deliverables.
• Maintain revision limits and a record of requested and completed changes.

Content Calendar, Approval and Publishing Coordination

• Build detailed monthly calendars showing objective, platform, date, topic, format, caption, creative asset, CTA, owner, status, and approval.
• Coordinate dependencies among writing, design, video, scheduling, and analytics.
• Check names, dates, links, prices, contact information, approvals, and required components before owner review.
• Schedule only approved content; verify tags, links, thumbnails, formats, and successful publication.
• Escalate comments, direct messages, leads, complaints, reputation issues, or publishing errors to Patti and Anthony.

Reporting and Continuity

• Maintain reporting deadlines, advertising billing periods, campaign launches, seasonal planning dates, and renewals.
• Collect analytics outputs and confirm reports are complete before owner presentation.
• Keep clear documentation so another authorized tea ---------- mber can continue urgent work during an absence.

Required Qualifications

• At least two years in project coordination, account support, marketing operations, executive assistance, or a closely related role.
• Exceptional digital organization, follow-through, proofreading, written English, and attention to detail.
• Experience with ClickUp, Asana, ---------- , Trello, or comparable project-management software.
• Strong Google Workspace or Microsoft 365 skills and familiarity with cloud storage, content calendars, scheduling tools, and password-management practices.
• Ability to coordinate multiple clients and specialists without losing details or waiting for repeated reminders.
• Demonstrated discretion when handling confidential information.

Performance Measures

• On-time completion rate and early identification of risks.
• Accuracy, completeness, security, and retrievability of client files.
• Accuracy of scope, deliverable, approval, publishing, and revision records.
• Number of preventable errors reaching owner review.
• Quality of workload planning, internal follow-up, status reports, and continuity documentation.

What We Expect From Every Tea ---------- mber

• A serious, dependable, long-term commitment to Brandward and its growth.
• Exceptional organization, punctuality, follow-through, accuracy, and ownership of assigned work.
• Daily use of Brandward’s project-management and communication systems during agreed working hours.
• Early communication whenever information is missing or a deadline, quality standard, account, or budget may be at risk.
• Professional acceptance of direct feedback and correction without defensiveness.
• Disclosure of other employment, agency work, freelance clients, businesses, or commitments that could create a conflict or affect availability.
• Stable internet, suitable equipment, a backup internet plan, and reasonable continuity planning for outages.
• Attendance at scheduled internal meetings and provision of concise progress updates.
• No direct communication with Brandward clients unless specifically authorized in writing.

Required Proof of Experience

A portfolio link alone is not proof. For every sample, applicants must identify the client or industry, objective, exact personal contribution, tea ---------- mbers involved, software used, timeline, whether the work was published, and whether permission exists to share it.

• Redacted screenshots or a live demonstration of a project-management board personally maintained.
• A sample digital folder structure and file-naming convention.
• A content calendar, checklist, SOP, status report, or workflow personally developed.
• An explanation of the number of accounts, projects, deadlines, and tea ---------- mbers coordinated.
• A concrete example of preventing or correcting a missed deadline or operational failure.

Live Verification and Paid Assessment

• Shortlisted applicants must attend a live video interview and may be required to screen-share original source files, timelines, layers, dashboards, project boards, revision histories, or software workflows.
• Applicants must explain decisions and identify work completed by other people. Confidential information from former clients must be removed or concealed.
• The assessment may include a fictional client, disorganized files, missing information, conflicting instructions, multiple deliverables, and deadlines. The applicant may be asked to build the folder structure, project board, onboarding checklist, approval workflow, risk list, and status report.
• The paid assessment must be completed personally. Subcontracting, copied submissions, purchased solutions, or undisclosed AI-generated work are prohibited.
• Brandward may verify references, employment dates, responsibilities, reliability, and ownership of submitted work.

Confidentiality, Ownership and Acceptable Use

• Successful candidates must sign Brandward’s contractor or employment agreement, confidentiality agreement, intellectual-property assignment, data-security requirements, conflict-of-interest disclosure, and related company policies before receiving access.
• All client information, strategies, discovery notes, contacts, passwords, content calendars, photographs, footage, customer information, reports, analytics, pricing, templates, prompts, processes, and unpublished materials are confidential.
• All drafts, concepts, copy, graphics, templates, videos, project files, reports, dashboards, research, prompts created specifically for Brandward, and all editable source files produced during paid assignments are Brandward work product, subject to the final written agreement and applicable law.
• Brandward and client work may not be placed in a personal portfolio, posted online, shared on social media, entered into competitions, used for teaching, sold, licensed, reused for another client, or used to promote the tea ---------- mber’s own business without prior written permission.
• Tea ---------- mbers may not claim Brandward clients as their own, contact or solicit Brandward clients, accept direct work from them, redirect them to another provider, or use Brandward relationships for personal commercial benefit.
• No confidential material may be uploaded to unapproved AI tools or used to train personal AI systems. Any permitted AI use must be disclosed, reviewed, fact-checked, and legally appropriate.
• Only properly licensed music, footage, photographs, fonts, templates, software, plugins, icons, and other assets may be used. Licences and sources must be documented.
• Strong uniqu