BGB Group

BGB Group

Senior Coordinator, Ops

Our Agency

BGB is a healthcare communications agency that offers a wide range of services, including traditional pharmaceutical advertising, promotional medical education, payer marketing, and consulting services. Known for excellence and professionalism, we’re hired as strategic and creative partners by our biopharmaceutical clients to drive category/brand awareness and growth.

Position Overview

The Senior Coordinator, Ops is a hybrid role responsible for leading the day-to-day execution of assigned project(s) and managing the allocation and optimization of team resources. This position plays a central role in ensuring projects are delivered on time, on budget, and at the highest quality—while also balancing staffing needs across a dynamic, fast-paced agency environment.

You’ll partner closely with Account, Creative, Editorial, Strategy, and Ops teams to maintain cross-functional alignment, drive efficiency, and proactively monitor capacity and utilization across departments. This is a key role for someone who enjoys both the structure of project planning and the strategy behind resource forecasting.

Key Responsibilities

Project Management & Execution

• Partner with Account and cross-functional leads to define project scope, timelines, and success metrics
• Develop and maintain detailed project workplans and timelines, ensuring visibility and accountability across teams
• Lead status meetings and maintain documentation such as hotsheets and trackers to ensure real-time progress updates
• Drive consistent adherence to project SOPs and ensure deliverables meet agency quality standards
• Identify executional risks and collaborate on solutions that mitigate timeline, scope, or budget issues
• Escalate project changes or scope shifts in a timely manner and support Account in client-facing follow-ups

Resource Planning & Capacity Management

• Collaborate with functional leads to develop and maintain accurate staffing plans across all active and upcoming projects
• Understand team members’ skill sets and career goals to align talent with upcoming project and business needs
• Proactively identify bandwidth constraints or resourcing gaps and help recommend freelance or reallocation solutions
• Track and analyze team utilization, working with department heads to optimize assignments and avoid burnout or underutilization
• Support onboarding of new team members and freelancers by ensuring they are integrated into the appropriate projects and timelines
• Maintain and update resource tracking tools to ensure accuracy and visibility into resourcing status

Agency Process & Collaboration

• Help evolve and streamline project management and resource allocation processes and tools
• Partner with Account leads to define rules of engagement and communication structures for project teams
• Foster strong relationships across departments to ensure collaboration, transparency, and alignment
• Act as a trusted go-to for both executional guidance and staffing needs

Financial Management

• Support project budgeting by forecasting and estimating project hours and staffing plans with rationale
• Monitor staffing plans and project expenditures, flagging discrepancies and recommending adjustments as needed
• Collaborate with Account to manage scope changes and reconciliation conversations

Preferred Qualifications

• 3–5 years of project management experience in healthcare advertising or medical communications
• Experience with resourcing, capacity planning, or operations a strong plus
• Strong understanding of agency workflows and cross-functional collaboration
• Excellent verbal and written communication skills
• Highly organized with the ability to manage multiple priorities and timelines
• Confident decision-maker and proactive problem-solver
• Proficiency in project management tools (e.g. Suite Project Pro, MS Project) and resourcing platforms

Salary range: $30,000 - $37,500 + overtime eligible

The salary range provided is for the Kansas City-hybrid position, which requires occasional in-office presence, and represents what a potential hire may expect to earn in this role at BGB. For candidates in other locations, salary will be adjusted to reflect local market rates. Actual salary decisions will be influenced by several factors that we use to determine overall fit, including experience (both direct and indirect), education, training, demonstrated qualifications, and organizational need. Salary is only one component of the total rewards package offered at BGB Group.

BGB Group is an equal opportunity employer. All applicants will be considered without regard to race, color, religion, sex, age, national origin, citizenship status, sexual orientation, disability, veteran status or any category or class of person protected by law.