Project & Marketing Coordination for Entrepreneurs
Project coordination for entrepreneurs means someone plans and organizes the tasks, timelines, and people behind a project so the owner isn’t tracking every detail. I’m Jennifer Vaaler of Productively Childfree. I map out projects and coordinate website updates, content calendars, workshops, and freelancer work so your projects get finished.
You set the direction. I keep the pieces moving.
Who is this for?
You’re good at what you do. Your business is working. And somewhere in your head, there’s a running list:
- The website update that’s been “almost ready” for months
- The designer who’s waiting on a decision (or maybe you’re waiting on them)
- The content calendar that lives in three places
- The workshop idea you’re excited about but haven’t had the headspace to plan
None of it is urgent enough to panic over, but all of it is heavy enough to follow you into your evenings.
If that’s you, you’re not disorganized or behind. You’re a business owner carrying every detail by yourself, which is a lot to carry.
I support you around:
- Project-based support: A defined project with a clear goal. After our consultation, I send a written scope and quote covering deliverables, responsibilities, and timeline before any work begins.
- Ongoing coordination: A monthly block of coordination hours for active projects, follow-up, and marketing support. The hours are agreed in your written scope.
What does a Project and Marketing Coordinator do?
A project coordinator turns a goal into a plan, then follows up until the work is done.
Project planning and coordination
- Breaking projects into tasks, next steps, and deadlines
- Assigning responsibilities and keeping a shared project tracker
- Following up on open tasks and pending decisions
- Keeping project files and materials organized
Marketing project support
- Organizing content calendars and publishing schedules
- Coordinating website updates and gathering needed materials
- Tracking content, graphics, and approvals
- Supporting newsletters and straightforward email campaigns
- Coordinating designers, writers, and other freelancers
Communication and follow-through
- Relaying information between you and your collaborators
- Preparing meeting agendas and documenting next steps
- Sending clear progress updates
- Flagging missing information or decisions that need you
What projects can we work on together?
- A website refresh coordinated with your designer
- A workshop or launch, from task list to materials
- A repeatable monthly content process
- A marketing project spread across several freelancers
- A business improvement that’s stuck at “I should do this”
My background
Since 2020, I’ve supported solo and small business owners through Hickory Productivity Coach, keeping their projects, calendars, and follow-ups from falling through the cracks. I track tasks and deadlines across multiple clients, flag priorities before they become urgent, and document workflows so work doesn’t depend on one person’s memory.
Before that, I owned and operated coffee drive-thrus, where I ran daily operations, managed staff and inventory, and built local visibility through grassroots, social-media-driven marketing. I also completed a marketing coordinator internship, coordinating project timelines and communication between internal teams and outside partners.
What I bring to your project:
- Project and deadline tracking across multiple clients
- Marketing support, including content planning, newsletters, and social media
- Liaison work between business owners, freelancers, and external partners
- Workflow and SOP documentation
- Virtual workshop and event coordination, including notes and follow-up
- Tools: Google Workspace, ClickUp, Canva, Mailchimp, MailerLite, and Zoom
Education: AAS in Business Administration (Entrepreneurship focus), Catawba Valley Community College, and the Start-up Incubator program at Lenoir-Rhyne University.
How we work together
Project Coordination: I organize the tasks, timelines, and people on your project and follow up until the work is done. You bring the plan, and I keep it moving. Starts at $325/month.
Project Roadmap (one-time): Not sure where to start? We’ll map your project from goal to finish line: scope, steps, owners, deadlines, and a tracker ready to use. You can have the roadmap on its own or follow it with ongoing coordination. $297 one-time.
Coordination + Planning: Everything in Project Coordination, plus a monthly planning session and updates to your project plan as things change. It’s the right fit if your projects shift often or you want a partner thinking one step ahead. Starts at $495/month.
Investment
- Project Coordination: starts at $325 per month
- Project Roadmap: $297, one time
- Coordination + Planning: starts at $495 per month
Project-based work is quoted after a consultation, and I send a written scope before work begins. Anything beyond the agreed scope is discussed and approved first.
What’s included and what’s not
- Included: project planning, trackers, content calendars, follow-up, freelancer coordination, progress updates
- Included in the Roadmap and Plus tier: project goals and scope, task breakdown, timeline, assigned responsibilities, tracker setup, plan updates
- Not included: general administrative work, paid advertising management, advanced email funnels, overall business strategy, offer development, or growth planning (that’s what my coaching and consulting is for)
- You keep: all business decisions, approvals, and creative direction
Not sure what you need?
That’s what the consultation is for. Tell me what you’re working on and where things are stuck, and we’ll figure out whether you need a plan, coordination, or both. If your challenge is bigger than a project, such as burnout, unclear systems, or boundaries, my coaching may be a better starting point.
FAQ's
What is project coordination for entrepreneurs?
It’s hands-on support that organizes the tasks, deadlines, and people involved in a business project, so the owner isn’t managing every detail personally.
How is a project coordinator different from a virtual assistant?
A virtual assistant typically handles a range of ongoing administrative tasks. A coordinator focuses on moving specific projects forward: planning, tracking, communicating, and following up.
Do you create the content, designs, or website?
No. I coordinate the people who do and keep the process on track. Whether content creation or publishing is included is agreed in writing before we start.
Can you manage my freelancers and designers?
I coordinate their communication, deadlines, and materials. You stay in charge of decisions and approvals.
Do I need a team to work with you?
No. Many entrepreneurs I support are solo, or work with one to three contractors.
How much does project coordination cost?
Ongoing coordination starts at $325 per month. Project-based support is quoted after a consultation, and you receive a written scope before work begins.
What’s included in a Project Roadmap?
A one-time planning engagement. We define the project’s goal and scope, break it into tasks and milestones, assign responsibilities, set deadlines, and build the plan in a tracker you can use right away.
Do I need a Roadmap before coordination?
No. If your project already has a plan, we can start with coordination. The Roadmap helps when the idea is clear but the steps aren’t.
What’s the difference between project planning and business strategy?
Project planning maps how a specific project gets done. Business strategy decides which projects and offers your business should pursue. I help with the first here, and the second belongs in coaching or consulting.
Can I buy the Roadmap without ongoing coordination?
Yes. You can take the plan and carry it out yourself, or continue with coordination afterward.
How do we get started?
Book a consultation, tell me about your project and where you want support, and we’ll talk through whether it’s a good fit.
What if I have a launch coming up and want support around that instead?
Check out my Launch Manager service.