Job Type: Exempt
Reports to: Project Management Director
Overview
Project Managers are the glue that holds everything together because they are responsible for keeping the project on track and ensuring collaboration runs smoothly.
As drivers of agency processes, ensure projects are delivered at the highest quality, on time and on budget. They act as the communications hub between all agency team members and main focus is on project execution.
The PM creates, monitors and manages fee and production estimates and project timelines and keeps a detailed history of the job. The PM works closely with and ensures communication between Brand Integration, Strategy, Media, Creative, Print Production, Video Production and Digital Production, in the development and production of creative concepts and strategic presentations.
Core Responsibilities
- Work with the Brand Integration team to review client SOW, and determine project resource needs and timing
- Ensure that creative briefs and fee estimates are approved by the agency and client prior to project briefing
- Create a clear and concise plan/timeline to both execute the project and monitor its progress
- Informs and collaborates with the Director of Project Management/Resource Management Director in assigning creative teams and other needed resources
- Set up internal meetings for project kick-offs, creative reviews, team reviews, and production meetings
- Coordinates art buying, studio and production resources for the creative team during concept development
- Route and obtain approvals by the entire team at each phase of the project
- Coordinates and assists in creation of materials for client presentation
- Ensure clear feedback is received and communicated
- Anticipate and resolve timing and resource challenges
- Assist with gathering, clarifying, and communicating media specifications to production
- Ensure client estimate approval before production begins
- Schedule and communicate specification needs for studio production
- Provide and/or ensure creative and production have clear instruction, priorities and deadlines
- Route materials for proofreading, and become the brand expert regarding brand guidelines and legal requirements (i.e. ®, ™, ©, etc.)
- Ensure that materials are produced in accordance with media specifications
- Generate production orders and work with the producers on the final production
- Act as point of contact for work with outside production partners (retouchers, printers, etc.)
- Conduct Quality Assurance reviews to ensure that materials are produced in accordance with media specifications
- Traffic final materials to media partners
- Maintain job history to include estimates, schedules, change orders, PDFs, etc.
- Properly close the job at the end of the project and ensure that final materials are archived for easy location and access
Client Stewardship & Relationship Management
- Serve as a key day-to-day client contact for certain workstreams, building productive relationships grounded in trust, credibility, consistency and delivery of high-quality work.
- Inspire confidence and optimism among clients and internal teams through organization, follow-through, and a solutions-oriented mindset
Systems/Planning
- Work with the Director of Project Management in developing/improving procedures, process and systems
- Provide leadership to the agency regarding Project Management process and production issues
- Attend project management meetings to openly discuss ways to improve the department
- Assist in reviewing systems to ensure access to accurate and comprehensive project records
Key Competencies
- Bachelor's degree in business management, marketing, or a relevant field.
- At least 3-5 years of professional experience, ideally prior agency experience, ideally related to logistics, project management, or client-facing rolesBuild trusting and productive relationships
- Leverage strong communication skills (written and verbal)
- Demonstrate initiative (proactive and responsive)
- Identify, analyze and solve problems and engage in contingency planning
- Manage and simplify complex projects and multi-task efficiently
- Deliver sound judgment and decision-making ability
- Pay close attention to detail and ensure accuracy
- Stay calm under pressure in stressful situations while bringing positive energy and inspire others to be their best
What we expect of each other
- Embrace our company values by seeing challenges as opportunities, welcoming diverse ideas and perspectives, creating new futures, and celebrating our successes.
- Build and maintain positive relationships with clients and colleagues.
- Accept direction openly and demonstrate a willingness to grow and learn.
- Take pride in our work by meeting deadlines and holding ourselves accountable.
- Bring a positive, solution-oriented attitude to the office each day.
- Mentor and support the growth of teammates who can benefit from our experience and perspective.
- Show interest in and contribute to the financial success of the agency, including understanding how our individual roles support Rise and Shine’s overall financial health.
