Project Coordinator | Studio Substance

Mumbai

Role Summary:

Studio Substance is seeking a detail-oriented and proactive Project Coordinator to support the planning, execution, and delivery of creative projects across the studio. This role requires excellent organizational skills, a collaborative mindset, and the ability to manage multiple timelines and stakeholders in a fast-paced design environment. The Project Coordinator will work closely with creative leads, designers, and cross-functional teams to ensure projects are delivered on time, within scope, and aligned with the studio’s vision.

This role is designed for someone looking to grow within a fast-paced, high-creative-output environment and offers opportunities to expand into creative operations and leadership over time.

Responsibilities:

1. Project Planning & Coordination:

• Coordinate project timelines, deliverables, and resource allocation across various design initiatives
• Maintain detailed project trackers and ensure accurate documentation of progress, risks, and milestones
• Schedule and facilitate meetings, reviews, and check-ins with internal and external stakeholders

2. Communication & Stakeholder Management

• Act as the liaison between creative teams, operations, and external collaborators or vendors
• Ensure timely communication of updates, changes, and feedback to all relevant parties
• Prepare regular status reports and presentations for internal reviews

3. Process & Workflow Management

• Support the implementation of project management tools and best practices
• Ensure adherence to studio timelines, workflows, and quality standards
• Identify potential bottlenecks or delays and work with teams to implement solutions proactively

4. Administrative Support

• Maintain organized digital and physical documentation for projects
• Assist in preparing briefs, proposals, and post-project evaluations
• Support budgeting and invoicing processes where necessary

Qualifications:

• Bachelor’s degree in Design, Communications, Management, or a related field
• 1–3 years of experience in project coordination, preferably in a creative or design studio
• Proficiency in project management tools (e.g., Notion, Trello, Asana, or similar) - Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• A collaborative, can-do attitude with strong attention to detail
• Passion for design, creativity, and innovative thinking