About Virtual Element StudiosVirtual Element Studios is a 3D animation and interactive visualization studio working primarily with engineering, manufacturing, industrial, automotive, and process-industry clients.

Our services include 3D product and process animation, plant walkthroughs, safety and training videos, interactive applications, AR/VR experiences, 360° virtual tours, corporate films, and related visualization solutions.

We work with multiple long-term clients where projects are executed on a recurring basis across different visualization and communication requirements.

Role OverviewWe are looking for a Project & Account Coordinator who can manage multiple ongoing projects and act as the coordination point between clients and our internal production teams.

The role is primarily focused on project execution, client coordination, timely delivery, and managing repeat business from existing accounts.

Most accounts handled under this role will have an established working relationship, predefined commercials, or an approved rate card. Therefore, this is not a core sales role involving extensive lead generation, commercial negotiation, or complex proposal development.

The ideal candidate should be highly organised, proactive with follow-ups, comfortable communicating with clients, and capable of managing several projects simultaneously.

Key ResponsibilitiesProject Coordination

- Coordinate multiple ongoing projects from initiation to final delivery.
- Understand the approved project scope, deliverables, timelines, and client expectations.
- Collect required inputs from clients such as CAD files, layouts, photographs, scripts, SOPs, branding material, references, and technical information.
- Ensure all required inputs are available before production begins.
- Coordinate internally with 3D artists, animators, VFX artists, editors, graphics teams, developers, and other production resources.
- Maintain project schedules and track milestones, review dates, feedback cycles, and delivery commitments.
- Follow up with internal teams to ensure activities are progressing as planned.
- Highlight delays, dependencies, or risks to the Project Manager / Operations Head in advance.
- Ensure projects are completed and delivered within committed timelines.

Client Coordination & Account Management
- Act as the regular point of contact for assigned clients.
- Provide clients with periodic updates regarding project status and upcoming milestones.
- Coordinate client meetings, project reviews, approvals, and feedback discussions.
- Document and communicate client feedback clearly to internal production teams.
- Follow up with clients for pending feedback, approvals, or technical inputs.




- Maintain professional and long-term relationships with existing clients.
- Understand recurring requirements from assigned accounts and ensure smooth execution.
- Maintain continuity and familiarity with each client's working style, expectations, and project history.

Repeat Business Coordination
- Handle standard repeat requirements from existing customers.
- Understand requirements sufficiently to initiate projects where scope and commercials are already predefined.
- Coordinate quotations based on approved rate cards or established commercial structures.
- Identify potential additional requirements from existing accounts and communicate them internally.
- Escalate opportunities requiring detailed technical evaluation, new scope development, proposal preparation, or commercial negotiation to the Business Development / Business Head team.
- Support smooth conversion of recurring client requirements into active projects.

Project Documentation & Tracking
- Maintain accurate records of project scope, client inputs, approvals, revisions, and deliverables.
- Update project management systems, CRM, trackers, and project status reports regularly.
- Maintain clear documentation of client communication and important project decisions.
- Track pending activities from both the client and internal production teams.
- Ensure final files, approvals, and closure documentation are properly maintained.

Key Performance Indicators – KPIsPerformance will primarily be measured based on:
- Percentage of projects delivered within committed timelines.
- Number of projects successfully coordinated simultaneously.
- Timely collection of client inputs and approvals.
- Accuracy and completeness of client-to-production communication.
- Reduction in project delays caused by coordination gaps.
- Client satisfaction and responsiveness.
- Repeat business and continuity from assigned accounts.
- Timely follow-up on feedback, approvals, and pending actions.
- Accuracy and regularity of CRM/project tracker updates.
- Proper project documentation and closure.
- Ability to proactively identify risks and escalate issues before they affect delivery.

Required Qualifications
- Bachelor's degree in Business Administration, Management, Marketing, Mass Communication, Engineering, or a related field.
- 1–3 years of professional experience in project coordination,



client servicing, account coordination, production coordination, or a similar role.
- Strong verbal and written communication skills in English.
- Good working knowledge of Microsoft Office / Google Workspace.
- Comfortable working with CRM, project management tools, spreadsheets, and task trackers.
- Ability to understand basic technical and creative project requirements.
- Ability to manage multiple projects and clients simultaneously.
- Strong follow-up and organisational skills.

Preferred ExperienceCandidates with previous experience in any of the following will have an advantage:
- Animation or visualization studios.
- Advertising / creative agencies.
- Video production companies.
- Digital marketing agencies.
- Engineering service companies.
- Industrial or manufacturing companies.
- Architecture / visualization firms.
- Software or interactive media companies.

Technical expertise in 3D animation is not mandatory, but the candidate should be comfortable learning terminology related to animation, visualization, video production, AR/VR, and industrial processes. Skills & Competencies

- Robust project coordination skills.
- Client communication and relationship management.
- Excellent follow-up discipline.
- Time management and prioritisation.
- Ability to work with multiple internal teams.
- Attention to detail.
- Ability to document requirements accurately.
- Problem-solving attitude.
- Ability to identify project risks and escalate them at the right time.
- Professional email and verbal communication.
- Ability to work in a deadline-driven environment.

Reporting StructureReports To: Operations Head / Business Head The Project & Account Coordinator will work closely with:

- Project Managers
- Creative Head
- 3D / Animation Teams
- VFX & Editing Teams
- Graphics Team
- Interactive / AR-VR Development Teams
- Sales / Business Development Team

The coordinator will primarily manage communication and execution for assigned client accounts, while production planning, technical estimation, resource allocation, and major commercial decisions will remain with the respective senior team members. Role BoundariesThis role is primarily focused on project execution and account coordination.

The candidate will generally not be responsible for:

- Cold calling or lead generation.
- New business acquisition targets.
- Complex project costing or technical estimation.
- Detailed proposal preparation for new or complex requirements.
- Major commercial negotiations.
- Independent manpower or resource allocation decisions.
- Such activities will be handled by the Business Development, Operations, or senior management teams.

📌 Project & Account Coordinator - Pune location
🏢 Virtual Element Studios
📍 Pune