Project Manager | Chicago, IL

POSITION: PROJECT MANAGER
JOB ID: #DIS000394
PRIMARY LOCATION: CHICAGO, IL

Position Summary:  Mid-level position in which the Project Manager is responsible for ensuring that every project follows the Agency process and meets all necessary deliverables.  Expected to own/know status of every project managed, from job initiation to release/deployment in order to meet client deliverables on time and on budget.

Principle Responsibilities:

Training/Management

  • Collaborates with team in training new hires on agency process
  • Maintains contact with Senior Project Manager to ensure he/she knows progress of all jobs and is aware of conflicts as they arise
  • Potential to manage one direct report

Process/Workflow

  • Demonstrates understanding of the scope of all assigned projects
  • Creates and manages all timelines
  • Has clear vision of next steps
  • Works closely with members of the team across multiple departments to define deliverables
  • Proactively manages details throughout project
  • Prioritizes all projects to manage the workload
  • Guides each project through the system
  • Has complete ownership of all deliverables
  • Identifies and manages all project documentation such as scopes of work, change orders, and completion of all client requirements/changes or agreements
  • Demonstrates significant knowledge of Agency procedures, issues faced, and contributes to problem resolution for both digital and print projects
  • Responsible for all project plans, job opening/start-up meetings, timelines, scheduling resources, tracking, risk analysis, change management, and overall quality for all print and digital projects
  • Keeps all key team members in the loop on projects with full creative services staff and through brand-specific status meetings—ensures full team approval on all projects
  • Actively participates in meetings, both internal (brand team) and external (clients, vendors)and delivers instructions in a clear and concise manner
  • Works collaboratively with all team members and delegates responsibilities as needed to complete projects and meet client expectations
  • Works with production staff through the course of a job to obtain and manage all technical specifications of a project and ensure the feasibility of the finished product
  • Maintains detailed job history and shares all pertinent information with the team
  • Maintains all online routing projects by monitoring online workflow managing any issues that prevent the completion of a project
  • Manages resources to ensure projects are delivered on time and on budget—monitors brand workflow in relation to other brands in the agency
  • Reviews workloads with department managers and adjusts timelines or recommends overall resource planning (internal or freelance) accordingly
  • Involves art buying/editorial/multi-media/production as needed on projects and provides advance alerts on projects—ensures feasibility checks are being done
  • Acts as the center of team communications and maintains constant contact with all agency team members regarding every aspect of workflow and keeps discussions on topic—troubleshoots when problems arise
  • Maintains all project reporting (project status, change forms, tracking scope changes) and completes all necessary documentation
  • Manages all client submissions and ensures submission accuracy and timely delivery
  • Identifies opportunities to adjust process for continuous efficiencies, discusses with supervisor, and helps lead implementation of new workflow procedures

Client/Vendor Relationships

  • Acts as primary point of contact on projects for vendors or client’s technical departments to identify technical specifications and guidelines necessary for each project to develop, test and deploy

Financial

  • Responsible for cost management on all projects print or digital—runs financial reports (actual vs. estimate) and alerts team when a project goes off task and must be course-corrected
  • Works with account management to ensure proper forecasting by developing budgets and project scopes of work and identifying issues that impact delivering a project
  • Partners with Finance to ensure that all financial documentation is complete and up to date
  • Understands what a project should cost and owns the process of estimating and managing that estimate should the project change and additional costs be incurred
  • Raises concerns when there are changes in the scope of work and suggests when to revise estimates to better manage changes to the scope

Qualifications

  • Bachelors’ Degree
  • Full knowledge of Microsoft Office and Adobe Acrobat Professional
  • 3+years of Project Management (including digital); pharma agency experience(preferred)
  • Agency experience required
  • Knowledge of print, OOH, digital, broadcast and events production
  • Experience in leading meetings
  • Detail-oriented, self-starter—well organized and flexible
  • Ability to manage multiple priorities and meet deadlines—exceptional time management skills
  • Collaborative team player/positive influence on teams and individuals/team builder
  • Excellent oral and written communication and listening skills