Project Manager

Biolumina•New York, NY

About The Position

The Project Manager is responsible for coordination efforts across one or more agency brands. He/she organizes monitors and routes all jobs through the agency for their account. The Project Manager keeps all team members informed of the status of their respective jobs and ensures all jobs are following the agency’s Job Flow Process (JFP). Handles aspects of regulatory submissions, financial tracking and is responsible for training Project Coordinators and Sr. Project Coordinators.

Requirements

College degree
Minimum of 3 years traffic/coordination advertising experience
Minimum of 1-year supervisory experience
Excellent written and oral communication skills
Detail oriented
Ability to handle multiple projects and deadlines
Positive/helpful attitude

Responsibilities

Coordinate job flow/creative process within the Agency in an organized and efficient manner, which includes:
Open job number and job site on blink when requested from account services
Prepare and maintain job jacket to reflect accurate job history
Setup and attend all start-up meetings
Develop timelines with input from relevant departments
Update timelines based on client and/or internal changes (keeping accurate timelines throughout the life of a job is extremely important)
Remind the team of upcoming due dates and alert the other team members if agreed upon due dates are not going to be met, both internally and externally
Ensure timely development of color breaks and spec sheets by coordinating with Production and Art Director prior to pre-mechanical meetings
Schedule and attend pre-mechanical meetings for every print job. Ensure all relevant materials (including the job jacket) are brought to the meeting and be able to provide timing from mechanical to release
Route jobs through all relevant departments and secure signatures at all stages of the job
Monitor and assist team members in following the JFP (keep documentation of any skipped steps/signatures)
If procedures are not followed, alert the Director of Project Management
Demonstrate proficient use of EAS for timesheets and financials
Create and input estimates, PO’s and TO’s
Review weekly estimate vs. actuals report
Submit accurate timesheets on a daily basis
Demonstrate proficient use of blink
Prepare and submit jobs for regulatory review
Develop and distribute the daily and nightly internal status reports (daily by 9:30 am and nightly by 4pm)
Coordinate and run weekly status meetings
Attend client status meeting and develop/distribute client status report to Account Services
Attend client calls and create client contact report (CCR) and send to Account Services
Monitor jobs and alert team to possible delays/issues, assure open communication among team members
Maintain organized email archives
Develop knowledge of Client's process/procedures and the people involved--and interact appropriate
Assist peers when workload permits
Perform other job-related tasks as assigned by the Director of Project Management
Communicate effectively and professionally
Demonstrate ability to set priorities while handling multiple projects
Remain calm despite high pressure situations
Project a professional, positive attitude toward peers and clients
Foster a positive team atmosphere and establish credibility
Ensure that all materials produced are accurate by assuring that the quality control steps are not skipped in the Job Flow Process
Help develop ideas to make the project management department and the agency run more efficiently
Train new Project Coordinators and Sr. Project Coordinators on agency and departmental process
Uphold the Company Values in all decisions and interactions
In person client travel is required