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Project & Usage Coordinator

Closing date
31 Dec 2023

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Job Details

The successful candidate will work on the PG One baby-care team servicing Pampers, one of P&G’s billion-dollar global brands. In this role, the candidate will be part of an energetic, collaborative, and inclusive team; where the bar is set high for creating and producing award-winning advertising campaigns that drives effectiveness and business growth.

Key Responsibilities

The expectation for this role is to co-ordinate, managing, and track talent, music, and VO usages for the Pampers client, as well as being the gate keeper to ensure the account functions efficiently from an administrative point of view. Usage management is critical and of high importance to safeguard the Pampers brand reputation by preventing infringements with financial implications.

For this reason, the ideal candidate will competently perform the following responsibilities:
  • The primary contact for Pampers usage management for campaigns produced by the London team.
  • Managing the day-to-day administration of the client account including issuing of invoices, PO’s, estimates and client contact notes.
  • Manage the client and ensure all usage is actioned and secured as per the requests, and ensure the client is alerted to any upcoming usage expirations.
  • Maintain a record of all ‘live’ and ‘completed’ usage requests; scrupulously tracking the term details, talent info, job numbers, and financial admin.
  • Raising PO’s / invoices, as well as using internal and external finance systems.
  • Sourcing past footage / images from different departments, Publicis teams, and third-party suppliers.
  • Be the guardian of the systems and processes to facilitate a smooth-running account: finance trackers, usage tracker, research trackers, filing systems.
  • Organising meetings, including room bookings, catering, technology, transport and personnel required.

Skills & Attributes
  • Excellent interpersonal skills, professionalism, and have a collaborative attitude when working with the team, client, and external partners.
  • Well-versed in advertising terminology, i.e. titled masters, clean masters, audio splits, working files etc... and have a broad understanding of the industry.
  • Problem-solve and be able to work-through solutions with the team and client to achieve successful resolutions.
  • Motivated, goal-oriented, and a reliable team player.
  • Excellent verbal and written communication and proficient on Microsoft Office.
  • Have proficient negotiation skills and be able to review costs and invoices, ensuring the brand is paying in-line with the ‘industry norm’ for usage.
  • Able to prioritise and organise work within existing processed and implement new ones to improve efficiency.

Additional Information

Publicis Groupe operates a hybrid working pattern with employees being office-based on Mondays and two other days during the working week.

If you have any adjustment needs arising from a disability or medical condition to fully participate in the recruitment process, please discuss this with the recruiter who contacts you.



We are PG ONE, part of the Publicis Groupe.  

We are the ideas, production and media for over 30 of the world’s most known and loved brands from the world’s biggest advertiser, P&G (Procter & Gamble). When you see Pampers, Gillette, Head & Shoulders, Fairy, Ariel, Always & Braun to name a few, that’s us.  

We are made differently to conventional agencies as we believe in the power of togetherness. Under one roof you’ll find creatives, designers, strategists, account teams, producers, project managers, data scientists, PR & advocacy teams and media talent, all working as one.   

And you’ll find a culture of pushing new boundaries to solve the most complex business challenges. We call this culture “Dare to be Different” and we are very proud of it. Because we know you have to keep breaking new ground, without fear, to be successful.  

We’re believers that our differences make us stronger, which is why we actively look for and value diversity in every sense. We aim to build teams that represent people from all backgrounds and cultures, with a diversity of thought, perspectives and skill sets. You’ll find no egos or restrictive layers of hierarchy here but instead an ambition to empower talent at every level to help shape better outcomes in work and working life.   

We’re always on the lookout for new talent. So please get in touch if this sounds like the place for you.

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