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Key Responsibilities and Required Skills for Graphics Coordinator

💰 $45,000 - $70,000

MarketingDesignCreative ServicesProject Management

🎯 Role Definition

The Graphics Coordinator is the central hub of the creative team, a vital role that blends creative project management with a keen eye for design. This individual acts as the primary liaison between stakeholders requesting creative work and the designers executing it. They are masters of organization, responsible for managing the flow of all graphic design projects, from initial intake and briefing to final delivery. More than just a traffic manager, the Graphics Coordinator ensures that every visual asset—be it for digital marketing, print collateral, or internal communications—is produced on time, on budget, and in perfect alignment with the company's brand standards. They are the guardians of the brand's visual identity and the architects of a smooth, efficient creative process.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Junior Graphic Designer
  • Marketing Assistant or Coordinator
  • Production Artist
  • Administrative Assistant (in a creative department)

Advancement To:

  • Senior Graphics Coordinator or Creative Project Manager
  • Art Director
  • Brand Manager
  • Marketing Operations Manager

Lateral Moves:

  • Marketing Coordinator
  • Communications Specialist
  • Digital Asset Manager

Core Responsibilities

Primary Functions

  • Oversee the entire lifecycle of creative projects, managing the workflow from initial briefing and concept development through to final review, approval, and delivery.
  • Act as the primary point of contact for all incoming creative requests, utilizing project management systems (like Asana, Trello, or Jira) to log, prioritize, assign, and track the progress of all design tasks.
  • Facilitate project kick-off meetings to ensure designers and stakeholders are aligned on project goals, deliverables, timelines, and key performance indicators.
  • Develop and meticulously manage detailed project schedules, resource allocation plans, and production timelines to ensure all deadlines are met without compromising quality.
  • Serve as a dedicated brand steward, meticulously reviewing all created assets to guarantee strict adherence to brand identity guidelines, including logo usage, color palettes, typography, and voice.
  • Manage the feedback and revision process by consolidating comments from multiple stakeholders into clear, actionable instructions for the design team, minimizing confusion and multiple revision cycles.
  • Coordinate with external vendors, such as printers, photographers, and freelance designers, to obtain quotes, negotiate contracts, and ensure the timely delivery of high-quality materials.
  • Maintain and organize the company's digital asset management (DAM) system, ensuring all final creative files are correctly named, tagged, and archived for easy retrieval.
  • Prepare and format design files for various outputs, including print production (press-ready PDFs), digital platforms (web-optimized JPEGs, PNGs, SVGs), and social media channels.
  • Create and update project status reports and dashboards, providing clear visibility on project progress, potential roadblocks, and team capacity to leadership and stakeholders.
  • Traffic all creative materials through the necessary legal and compliance review channels, ensuring all content meets regulatory and internal policy requirements before publication.
  • Perform basic design and production tasks, such as resizing existing artwork for different platforms, making minor text edits, and creating templates in InDesign or PowerPoint.
  • Manage the library of brand assets, including logos, stock photography subscriptions, fonts, and design templates, ensuring they are up-to-date and accessible to the team.
  • Assist in the development and documentation of creative team processes and workflows to drive efficiency and operational excellence.
  • Coordinate photo and video shoots by assisting with scheduling, location scouting, talent coordination, and ensuring all necessary assets are captured.
  • Proofread and quality-check all graphic materials for spelling, grammar, and design consistency before they are finalized, acting as the last line of defense against errors.
  • Support the marketing team by sourcing imagery and creating graphics for social media campaigns, email newsletters, blog posts, and website updates.
  • Liaise between the creative team and other departments (e.g., Marketing, Sales, Product) to translate their business needs into clear and concise creative briefs.
  • Monitor project budgets, track expenses related to creative production, and process invoices from external vendors and freelancers.
  • Research and stay current with design trends, new software, and industry best practices to help inform and elevate the team's creative output.

Secondary Functions

  • Assist in the creation and maintenance of the official brand style guide and ensure its distribution and adoption across the organization.
  • Support the preparation of presentations and materials for key internal and external meetings, ensuring a polished and professional look.
  • Provide training to other team members or departments on how to use the creative request system or access assets from the DAM.
  • Participate in creative brainstorming sessions, offering organizational insights and contributing fresh ideas to campaign concepts.

Required Skills & Competencies

Hard Skills (Technical)

  • Adobe Creative Suite Proficiency: Expert-level knowledge, particularly in InDesign for layout, Photoshop for photo editing, and Illustrator for vector graphics. Acrobat Pro for PDF proofing is also essential.
  • Project Management Software: Hands-on experience with tools like Asana, Trello, Wrike, or Jira to manage tasks, timelines, and team workloads effectively.
  • Microsoft Office Suite: Strong proficiency in PowerPoint, Word, and Excel for creating presentations, managing content, and tracking project data.
  • Print Production Knowledge: Deep understanding of pre-press processes, color modes (CMYK vs. RGB), file formats, and how to prepare files for professional printing.
  • Digital File Formats: Comprehensive knowledge of file specifications and optimization techniques for web, social media, email, and other digital platforms.
  • Digital Asset Management (DAM): Experience using and managing a DAM system to organize, tag, and archive a large volume of creative assets.
  • Typography & Layout Principles: A solid foundation in the principles of graphic design, including hierarchy, typography, color theory, and composition, to effectively evaluate creative work.
  • Basic HTML/CSS: A foundational understanding can be a significant advantage for collaborating with web development teams on digital projects.
  • Video Editing Software: Familiarity with basic video editing in tools like Adobe Premiere Pro or After Effects is increasingly valuable.
  • Proofreading: Exceptional ability to spot typos, grammatical errors, and inconsistencies in text and design layouts.

Soft Skills

  • Exceptional Communication: The ability to clearly and concisely articulate project requirements, feedback, and status updates to both creative and non-creative stakeholders.
  • Unwavering Attention to Detail: A meticulous nature is critical for proofing artwork, enforcing brand guidelines, and catching small errors before they become big problems.
  • Time Management & Organization: The capacity to juggle multiple projects, prioritize competing tasks, and manage deadlines in a fast-paced environment without breaking a sweat.
  • Collaborative Spirit: A true team player who can foster a positive and productive working relationship between designers, marketers, and other departments.
  • Problem-Solving: The resourcefulness to proactively identify potential project risks or roadblocks and devise effective solutions to keep things on track.
  • Grace Under Pressure: The ability to remain calm, cool, and collected when faced with tight deadlines, changing priorities, and urgent requests.
  • Adaptability: Flexibility to pivot as project requirements evolve and a willingness to embrace new technologies and workflow processes.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree or equivalent professional experience in a related field.

Preferred Education:

Bachelor's degree in a relevant field of study.

Relevant Fields of Study:

  • Graphic Design
  • Marketing
  • Communications
  • Project Management
  • Visual Arts

Experience Requirements

Typical Experience Range:

2-5 years of professional experience in a coordination or project management role within a creative environment.

Preferred:

Experience working in a fast-paced in-house creative department or an advertising/marketing agency. A portfolio demonstrating experience with project management and some basic design/production work is highly desirable.

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