Workflow and Operations Coordinator

Workflow and Operations Coordinator

Purohit Navigation • Full Time • Hybrid (Chicago, IL) • $55-$65k - Based on experience 
Reports to: SVP, Operations

About the Company

Purohit Navigation is an independent, full-service healthcare communications and advertising agency based in Chicago, IL. For nearly 40 years, the agency has partnered with pharmaceutical, diagnostic, medical device, and hospital product brands to solve big brand challenges through strategically grounded, award-winning creative work. Our team is united by a culture of passion, high-quality work, superior client service, trust, empowerment, and a collaborative, no-ego spirit.

Position Overview

Purohit Navigation is looking for a Workflow and Operations Coordinator to keep the agency's work moving smoothly from intake through delivery — tracking timelines, coordinating handoffs, and keeping teams aligned on priorities and client expectations. Beyond traffic, this role pitches in on workflow, operations, and production support wherever the agency needs an extra set of hands.

We're looking for someone highly organized, detail-oriented, and proactive, who brings sound judgment and clear communication to every project, and who takes real ownership of the work — on time, on budget, and done right.

Key Responsibilities

Traffic

• Create, maintain, and communicate project timelines that help teams understand key milestones, review cycles, internal handoffs, and delivery dates, while allowing sufficient time to complete work to PNAV and client expectations.
• Monitor projects and adjust timelines and deadlines based on new or changing priorities and workload.
• Help facilitate internal check-ins as needed to monitor work-in-progress, establish priorities, adjust schedules, and ensure successful project completion.
• Share regular workload updates with the Director, Operations, including upcoming deadlines, capacity concerns, timing risks, and opportunities to improve how work is moving through the agency.
• Review current and future timelines and job statuses with your manager, and if necessary, the individuals working on the jobs.
• Maintain visibility into agency timelines and project status through consistent coordination with project management, strategy, and operations team members.
• Support production coordination by helping gather project details, organize specifications, communicate timing needs, track vendor or internal production requests, and assist with follow-up as needed.

Workflow

• Keep teams informed about current deadlines, shifting priorities, status updates, and items that need internal or client attention.
• Develop and update timelines with an understanding of team capacity, review needs, dependencies, and realistic turnaround times.
• Provide workflow support across active projects by helping organize schedules, status updates, routing needs, and follow-up tasks.
• Help identify timeline conflicts, communicate options, and partner with the SVP, Operations or project leads to resolve scheduling issues.
• Schedule and support process-related meetings as needed, including preparing agendas, documenting next steps, and tracking follow-up items.
• Support agency operations by helping maintain workflow tools, project information, templates, schedules, and other shared resources that help the team stay organized.
• Contribute to a responsive, collaborative team environment by staying organized, asking thoughtful questions, and following through on assigned next steps.

Requirements

• 1-3+ years of relevant/professional experience, preferably in an advertising or corporate marketing environment; healthcare experience preferred.
• Bachelor's degree or equivalent experience.
• Excellent verbal and written communication skills.
• Strong knowledge of Microsoft Office Suite (PowerPoint, Excel, Word).
• Highly detail-oriented, reliable, and able to work well with deadlines while managing simultaneous priorities.
• Understanding of digital communications, including online media.
• Solid understanding of the creative and digital process.
• Ability to determine efficient ways to manage project timelines.
• Ability to interact effectively with other staff members at all levels of the company.
• Ability to perform successfully in a fast-paced environment.
• Excellent organization and time management habits.
• Fast learner able to adapt to new systems and products.

Preferred

• Experience working with vendors to obtain estimates based on provided specs.
• Familiarity working with online proofreading and project management solutions.

Compensation & Benefits

• $55-$65k Based on Experience
• 401(k) with match up to 3%
• Medical, Dental, and Vision coverage
• LTD, STD, Life Insurance, Flex plans, and HSA
  
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