Project Intake Coordinator

Type: Full Time

Posted Date: 2026-10-14

Pay Range: Negotiable

Primary Function

The Project Intake Coordinator is the operational engine behind the studio's intake function. Where the Project Intake Manager owns consultative discovery, scoping and budgeting, the Coordinator owns the pipeline that surrounds it: triaging incoming requests, capturing requirements, managing resources , maintaining trackers and calendars, and ensuring no request stalls or goes unanswered.

This is a fast-response, highly organised role for someone who thrives on structure, detail and clear communication. This role is responsible for keeping a busy intake queue moving and effectively managing resource and capacity to maximise the efficiency of the service. You will work day to day alongside the Project Intake Manager, who owns final commitment decisions.

Duties & Responsibilities

• Intake and triage
• Act as first point of contact for all incoming requests, within agreed response times (SLA)
• Perform initial request assessment, accurately scoping required resources.
• Partner with clients to understand their project intake deliverables, deadlines, priorities, objectives, audiences, and outcomes.
• Log every request accurately, applying correct tags, categories and priority markers
• Conduct initial triage: check completeness, chase missing information, and flag anything urgent, complex or high-value to the Project Intake Manager for discovery
• Run discovery and scoping independently on straightforward, repeat-format and low-complexity requests, within the parameters and templates set by the Project Intake Manager
• Prepare briefing summaries and background for the Manager ahead of client discovery calls
• Take notes in intake and discovery meetings; issue action items and recaps
• Traffic approved projects into the pipeline and confirm handover to producers/crew is complete
• Chase and track project milestones, flagging slippage early
• Maintain intake documentation, templates, trackers and shared folders
• Pipeline and resourcing
• Maintain the centralised capacity and resource trackers, keeping availability current and accurate
• Maintain and monitor studio, resource and equipment calendars; confirm bookings and surfacing clashes and gaps proactively
• Coordinate handover of approved projects to Producers, ensuring documentation is complete
• Follow up on outstanding approvals, purchase orders and client sign-offs
• Draft first-pass project breakdowns and scope documents for Intake Manager to review
• Support cost estimates by gathering potential flex requirements & rates
• Raise and process purchase orders, bookings and confirmations once the resource solution is approved
• Reporting and operational improvements
• Own the day-to-day accuracy and hygiene of intake data
• Produce regular reporting data on intake volume, request types, deliverables etc (as per requirements of Business Review)
• Build and maintain a dashboard giving Production Lead (+ SDM/SO) visibility of demand and accurate capacity.
• Identify recurring bottlenecks and propose workflow improvements
• Ensure no request progresses without the required information and Manager approval
• Escalate scope, timeline or budget drift to the Manager promptly
• Help maintain a library of standard scopes, reusable project templates & project deliverables
• Client and stakeholder communication
• Keep clients informed on status throughout intake, communicating delays or constraints tactfully
• Re-iterate to clients when necessary on the studio's services, process and lead times
• Represent the service professionally in an environment with immediate-responsiveness expectations + accuracy

Skills & Qualifications

• Understanding of the principles of project intake, triage and trafficking
• Familiarity with traffic management and resource planning practices
• Solid working knowledge of production, post-production and media deliverables
• Exceptional organisation and follow-through; nothing is dropped or forgotten
• Clear, accurate written communication and diligent documentation
• Confidence chasing information from busy people, politely and persistently
• Customer service orientation with a professional client-facing presence
• Proficiency in Microsoft Office and G-Suite
• Able to prioritise and manage multiple concurrent requests
• A team player with accountability for own responsibilities
• Solutions-focused, calm under pressure, and genuinely collaborative
• Ability to manage up
• Flexibility and willingness to adapt to meet the needs of the team
• A life learner, actively building toward a Manager role

Education & Experience

• 2–4 years in video, content production or creative studio coordination
• Experience managing a request queue, production tracker or resourcing schedule
• Able to spot a problem in a schedule or scope early and escalating it in time to be fixed
• Comfortable working to a senior colleague's direction while owning their own workstream

Customer Service Commitment

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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