Production and Administrative Coordinator

Job Description

Job Description

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.