Traffic and project coordinator: how to train and review the role
Keeps jobs moving through the agency: logs briefs, assigns work to studios and teams, tracks deadlines and versions, chases approvals and warns account managers of delays. Reports to the studio head or operations manager.
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Share your requirementsWho usually fills this role
Often graduates with an organised habit, sometimes ex-account executives. Test planning on a sample week with clashes, clear writing and follow-up. Ask how they would handle two urgent jobs for the same designer. Check original certificates, references and a short practical task before making an offer.
Skills ladder
Stage 1
New joiner
- Logs jobs and updates the tracker
- Chases team members politely
- Files versions and approvals
Stage 2
Independent
- Plans weekly workload across team members
- Flags clashes early to account managers
- Maintains accurate status for all jobs
- Runs daily stand-up checks
Stage 3
Senior or lead
- Balances capacity with sales forecasts
- Sets rules for priorities and rush jobs
- Improves tools and templates
- Trains new coordinators
Training path
First weeks
- 1
Tools and job flow
The studio head shows the job lifecycle, tracker and naming rules. The coordinator logs sample jobs.
- 2
Team and skills map
The head introduces team strengths and typical times. The coordinator drafts a skill sheet.
- 3
Stand-up practice
The coordinator runs a short daily stand-up with the head present and gets feedback.
First year
- 1
Capacity planning
The coordinator plans a week with real jobs; the head reviews clashes. Actual vs plan is compared.
- 2
Escalation
Cases with late approvals or scope changes are discussed. The coordinator practises raising issues early.
- 3
Version control
The coordinator audits files and approvals for a project and fixes gaps.
Towards senior
- 1
Priority rules
The coordinator writes rules for rush work with account managers. The use of rules is tracked.
- 2
Tool improvement
The coordinator proposes a tracker change and tests it. Results are reviewed.
- 3
Training others
The coordinator trains a newcomer using a checklist.
Performance review
Weekly check with the studio head on tracker accuracy, a monthly one-to-one, and a written half-yearly review. Keep notes of agreed actions and revisit them at the next review.
What to measure
| Measure | How it is seen |
|---|---|
| Tracker accuracy | Compare tracker with actual status |
| Deadline performance | Track late jobs and early warnings |
| Workload balance | Review overload and idle time |
| Communication | Ask teams and account managers |
| Version control | Audit files and approvals |
| Improvement | Review changes suggested and adopted |
Evidence to bring
- Tracker
- Weekly capacity sheet
- Late job notes
- Version log
- Stand-up notes
Questions to ask in the review
- Which jobs slipped and why?
- Who is overloaded?
- What approvals are slow?
- How do rush jobs affect planning?
- What tools do you lack?
- How do account managers behave?
- What would help planning?
Pitfalls
- Treating the role as clerical
- No authority to refuse rush jobs
- Ignoring tool training
- Reviewing on volume alone
Questions about this role
Agree rules between account and studio heads.
Often shared; still assign it clearly.
Use tracker accuracy and early warnings.