Flex HR

Manage project timelines, track milestones, and ensure smooth operational handoffs while supporting team capacity and maintaining documentation. | 1-3+ years experience, bachelor's degree, strong organizational skills, and Microsoft Office proficiency. | 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 Flex HR uses AI for document preparation and meeting transcription only — never to screen or evaluate candidates. All hiring decisions are made by a human recruiter. Roles may be posted on platforms like Indeed or LinkedIn, which are independent companies that may use AI in their own technology.

Coordinate production processes and provide administrative support including calendar and meeting management. | 1-3 years production coordination experience, bachelor's degree, strong organizational and Microsoft Office skills. | PRODUCTION AND ADMINISTRATIVE 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 Production and Administrative Coordinator to split time between two connected responsibilities: coordinating production of print, digital, and video materials, and providing day-to-day administrative support to designated leaders. On the production side, this role helps move projects from approved creative direction through production, proofing, quality review, final asset delivery, and organized file archiving. On the administrative side, this role manages calendars and keeps leaders' deliverables and schedules organized. The ideal candidate is organized, dependable, and equally comfortable with detail-heavy production work and responsive executive support. KEY RESPONSIBILITIES Production Coordination * Gather and confirm print specifications, including quantity, size, format, and other necessary requirements for deliverables. * Facilitate vendor estimates for proposed projects, sourcing multiple vendor bids per job. * Initiate purchase order requests once a cost-effective vendor has been selected. * Maintain project files, including job folder upkeep and archiving. * Maintain organized production files and asset logs. * Follow up to confirm produced materials are received as expected at their destination. * Coordinate with the creative team to keep production accurate and on schedule. Administrative Support * Manage calendars for designated executives and resolve scheduling conflicts. * Draft, proofread, and distribute correspondence and meeting materials for supported executives. * Prepare for meetings, including agendas, notes, and follow-up items. * Handle confidential information with discretion. * Support general office administration as needed. REQUIREMENTS * 1-3 years of production coordination or related experience, ideally within the healthcare or life sciences industry. * Bachelor's degree or equivalent experience. * Strong verbal and written communication skills. * Highly organized and detail-oriented, with the ability to manage competing priorities across several stakeholders and projects. * Sound judgment and discretion with confidential information. * Comfortable working with and supporting different working styles. * Proven ability to manage multiple deadlines accurately and on budget in a fast-paced environment. * Proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Word. * A go-getter who is driven, takes initiative, and is friendly and hard-working — someone who doesn't need their hand held and is a sponge for learning. Preferred * Experience in a marketing agency setting. * Experience with Webvantage or agency management software system. * Experience estimating and closing print, digital, or audiovisual production jobs. 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 Flex HR uses AI for document preparation and meeting transcription only — never to screen or evaluate candidates. All hiring decisions are made by a human recruiter. Roles may be posted on platforms like Indeed or LinkedIn, which are independent companies that may use AI in their own technology.