Project Management Coordinator

Wray Ward LLC•Charlotte, NC

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About The Position

A Project Management Coordinator (PMC) provides support for assigned accounts and projects under the guidance of the project manager teammates. As they gain experience and acumen, they will be asked to lead teams and take responsibility for managing portfolios of projects. The PMC is responsible for communicating relevant project information to their teams as well as clients (e.g., status, risk, issues and deliverables). In time, the PMC will serve as the connecting thread between all Wray Ward disciplines (e.g., Brand Strategy, Creative, Integrated Media, PR/Content) with input from the Project Management Group Director, senior team leaders and Account Management directors to ensure the delivery of better performing work that is on time, is on budget and meets expectations. Essential Duties & Responsibilities as Project Management Coordinator Project Planning Keep the project team informed regarding the client’s business, needs, expectations and requirements Coordinate the project team’s approach, deliverables, schedules and tools to deliver the project within established constraints Input all relevant project information into agency software Work with the project team to estimate costs and timing for tasks such as project strategy, functional design, visual design and technology requirements using established estimating process and tools May work with account leadership to obtain and document client signoff at key points during the project Projection Execution Coordinate all activities of the project team and ensure project tasks are completed by scheduling and facilitating project-related team meetings (kickoffs, status, internal/client reviews, etc.), communicating action steps to team and delivering weekly status reports to project team, the client and management Develop, maintain, review and/or disseminate all project documentation, including status reports, invoices, Change Orders, project schedules, budgets and postmortem reviews Ensure that all project documentation is produced in the standard format, follows internal documentation processes, and is reviewed and approved Work with project managers/Account Management to manage vendor/third-party relationships (e.g., photographers, stock photo services and video production) Ensure deliverables are completed on schedule and that appropriate team members have reviewed deliverables Project Monitoring: Scheduling, Estimating, Billing, Risk Management Monitor project scope and the change control process to ensure projects are completed according to schedule and within budget, raising issues to project managers/client partners for guidance Be responsible for raising and maintaining awareness of all project issues and risks and working with appropriate personnel to develop solutions, raising issues to client business directors and/or project managers for guidance Manage project financial life cycle, including estimates, revenue forecasts, invoicing, payables and receivables, raising issues to client business directors and/or project managers for guidance Work with the Resourcing department to ensure projects are appropriately staffed, including both employee and contract resources Follow internal processes using Wray Ward agency software and adjust staffing needs in a timely manner based on project shifts Client Communication May sometimes act as a client point of contact for all day-to-day project-related issues Additional Responsibilities May assist new employees with onboarding and training

Requirements

1-2 years of experience coordinating projects, preferably in a consulting or agency environment
Emerging knowledge of one or more of the following: software development life cycles, web technologies, web development processes and the delivery of solutions with creative and engineering components, media and advertising projects and digital strategy projects
Emerging understanding of project management methodology, including the ability to identify and resolve issues, manage risk, develop detailed work plans and specifications, perform resource allocations and run team meetings
Must be able to handle multiple, diverse tasks simultaneously
Strong verbal and written communication skills
Strong organizational and time management skills
Strong team player with the ability to help facilitate teams and clients
Ability to identify problems and develop potential solutions
Emerging Microsoft Office skills
Must have a focus on detail and driving results
Bachelor's degree

Responsibilities

Keep the project team informed regarding the client’s business, needs, expectations and requirements
Coordinate the project team’s approach, deliverables, schedules and tools to deliver the project within established constraints
Input all relevant project information into agency software
Work with the project team to estimate costs and timing for tasks such as project strategy, functional design, visual design and technology requirements using established estimating process and tools
May work with account leadership to obtain and document client signoff at key points during the project
Coordinate all activities of the project team and ensure project tasks are completed by scheduling and facilitating project-related team meetings (kickoffs, status, internal/client reviews, etc.), communicating action steps to team and delivering weekly status reports to project team, the client and management
Develop, maintain, review and/or disseminate all project documentation, including status reports, invoices, Change Orders, project schedules, budgets and postmortem reviews
Ensure that all project documentation is produced in the standard format, follows internal documentation processes, and is reviewed and approved
Work with project managers/Account Management to manage vendor/third-party relationships (e.g., photographers, stock photo services and video production)
Ensure deliverables are completed on schedule and that appropriate team members have reviewed deliverables
Monitor project scope and the change control process to ensure projects are completed according to schedule and within budget, raising issues to project managers/client partners for guidance
Be responsible for raising and maintaining awareness of all project issues and risks and working with appropriate personnel to develop solutions, raising issues to client business directors and/or project managers for guidance
Manage project financial life cycle, including estimates, revenue forecasts, invoicing, payables and receivables, raising issues to client business directors and/or project managers for guidance
Work with the Resourcing department to ensure projects are appropriately staffed, including both employee and contract resources
Follow internal processes using Wray Ward agency software and adjust staffing needs in a timely manner based on project shifts
May sometimes act as a client point of contact for all day-to-day project-related issues
May assist new employees with onboarding and training