Multi-Brand Project Coordination and Creative Workflow Management
At Organize to Scale, a marketing and business development firm, I ran operations for 11 active client brands at once, each with 5 to 10 concurrent projects spanning content production, website updates, webinars, and full funnel launches. I brought coordination and predictable systems to a high-volume creative environment, and I started a cross-team forum that aligned the whole operations group, not just my own brands.
The Challenge
At Organize to Scale, a marketing and business development firm, I ran operations for 11 active client brands at once, each with 5 to 10 concurrent projects spanning content production, website updates, webinars, and full funnel launches. I brought coordination and predictable systems to a high-volume creative environment, and I started a cross-team forum that aligned the whole operations group, not just my own brands.
My Role
I served as the primary Project Manager and Operations Coordinator for 11 brands. I hosted 3 to 6 client calls a week, translated client expectations into actionable steps, coordinated internal team members and contractors, and built the frameworks that moved projects from intake to delivery. I also initiated and led Operations Manager roundtables, a forum I created so the entire operations team could problem-solve together, align workflows, and standardize best practices across brands.
I coordinated every creative and operational component across the portfolio:
- Website updates (WordPress, tagging, tech fixes, contractor management)
- Social media content (Instagram posts, Facebook groups, engagement workflows)
- Email marketing (Keap, MailChimp, automation rules, tagging and segmentation)
- Sales asset updates (freebies, downloads, nurture sequences)
- Webinar production (host scheduling, registration pages, tech setup, sales pages, follow-up comms, live hosting)
What I Did
I built a streamlined workflow system in ClickUp that supported each brand's full content cycle, from intake through drafting, review, revisions, and QA. I created clear handoff templates for designers, writers, and technical specialists, plus concise QA guides that defined what “client-ready” meant for each asset type. To keep work moving without constant oversight, I added automated reminders and dependencies so handoffs were not missed and timelines stayed predictable. I improved communication with ClickUp comments, tagging, and Loom walkthroughs so contributors had context without endless back-and-forth. And I used the Operations Manager roundtables to lock in shared best practices across the whole organization.
Constraints
We were running large volumes of work with demanding clients, shifting deadlines, and limited documentation. Creative assets came from multiple contributors, often in different time zones and sometimes external contractors. The system had to support real-time pivots, hold its speed, and stay flexible enough to fit different brand needs while still delivering cross-brand consistency.
The Result
Far fewer tasks got dropped. Work that used to slip through the cracks across 11 brands and overlapping deadlines now moved on a predictable pipeline, asset delivery got more consistent, and projects shipped faster because there was finally a shared operational foundation. Visibility improved for everyone: leadership could check status without calling extra meetings, and the Operations Manager roundtables I started had the group coordinating more effectively across brands. Clients felt it too, in more reliable turnaround and clearer communication.
Skills Demonstrated
- Multi-brand project management
- Workflow architecture
- Cross-functional communication
- Vendor and contractor coordination
- Resource planning
- Meeting facilitation and strategic alignment
- Creative asset lifecycle management
