Project Manager

Responsibilities

• Manage and continuously monitor the overall schedule for all agency projects, staff members, and vendors.
• Open all jobs in project management system and assign an accurate, step-by-step schedule of completion to each of those jobs, with consideration of resource availability.
• Assign tasks within project management system to each team member.
• Manage, coordinate and follow up on all aspects of a job to ensure projects move to the next step and stay on track per the deadline and budget.
• Prepare estimates for all projects within the project management system.
• Provide weekly reports on the status of project estimates/budgets; escalate issues appropriately; ensure the agency is not over-servicing its clients.
• Oversee completion and accuracy of spec sheets to provide to vendors for quoting and production.
• Collaborate with team members to select vendors and generate vendor comparison quotes.
• Responsible for overall vendor management and act as the main point of contact for all vendor inquiries.
• Generate POs when vendor estimates are approved.
• Manage vendor timelines and tasks in the context of the overall project requirements.
• Route vendor proofs for approvals.
• Proactively collaborate with all team members throughout the day to monitor the status of projects, adjust schedules/tasks as appropriate, and assist in resolving issues and questions.
• Communicate daily with project team members about the status of all jobs in progress.
• Notify account service when assets or information are needed from the client to complete projects.
• Communicate to account services, in a timely manner, if issues arise that affect the schedule and/or budget, to ensure exceptional client service and high satisfaction.
• Continuously update project management system with status of all projects.
• Ensure agency processes are followed in an efficient, effective manner.
• Archive projects when complete and ensure all notes are provided for billing purposes, i.e., stock photos purchased, vendor bills attached, etc.

Qualifications & Experience

• Bachelor’s degree in fields such as business, marketing, engineering.
• Minimum of 3-5 years of experience in project management; agency experience is strongly preferred.
• Demonstrates exceptional organizational skills with an emphasis on accuracy.
• Detailed and precision-oriented while achieving planning, prioritization, and time management excellence for self and team.
• Critical-thinker who is able to see the total picture, understands the impact of his/her role, and plans accordingly.
• Consistently executes repetitive tasks in an efficient, accurate manner, and is able to resolve exceptions to the rule with little supervision.
• Excellent oral and written communications, with superlative ability to clearly and precisely communicate the essence of what is needed, when it is needed, and how it is needed.
• Great at negotiations, especially when working with media buys and vendors/contractors.
• Excels in problem-solving and is resourceful; collaborates to find creative, pragmatic, satisfactory solutions to sometimes conflicting, complex or challenging requests.
• Organized and accurate. Follows processes and procedures, but is conscientious about continuously improving or creating more efficient and effective methods for the agency.
• Excellent follow-through.
• Strong teamwork and interpersonal skills; ability to work effectively cross-functionally.
• MAC user preferred, but not required.