Job Description
Project Manager
Job Title: Project Manager
Reporting Structure: Director of Project Management or Senior Project Manager,
Group Lead
Position Overview: The Project Manager leads the execution of projects. This individual
is responsible for the creation of the project plan based on information provided in the
strategy and the determination of job level. He or she owns the process inception to
completion, including participation in budget determination, creation of project schedule,
managing resources for deliverables, raising red flags as issues arise and ensuring
adherence to the approval process.
Responsibilities
Project Specific:
 Work with account management to create a scope of work (SOW).
 Develop and maintain project schedule, estimate and weekly status.
 Assemble the project team by coordinating with Director of PM and CR, GCD,
CD and other department leads.
 Complete project set up activities
o Job open
o Set up folders
o Communicate schedule
o Communicate time budget
o Input project information into all PM documents (resource report, status)
 Schedule and lead project kick-off meeting (as it relates to schedule, job level,
folder structure and location, SOW, creative assets, etc.)
 Work with internal team to define program requirements and system
specifications. Work with client on as-needed basis.
 Initiate and conduct formal internal review meetings to secure creative approvals.
 Initiate and conduct formal team status meetings, document risks and issues for
internal purposes.
 Maintain daily communications with team members on all projects.
 Work closely with the team to determine and understand daily project status.
 Ensure that issues and risks are anticipated, identified and properly escalated and
resolved. Seek final resolution on all issues so projects do not stall or fall out of
scope without warning.
 Conduct internal copy/layout reviews with core team and ensure all assets are
routed internally, with specific attention to required creative and proofreading
approvals.
 Ensure adequate amount of time, whenever possible, for the routing and review of
materials.
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Facilitate presentations and review of final asset with client and provide
recommendations pertaining to budget, timing, production, etc.
Identify out-of-scope activities.
Manage change requests initiated by the account team to ensure delivery and
completion by full team.
Manage the financial tracking process for the project (create job status report,
attend accounting meetings, maintain the estimate by reallocating hours as
necessary, flag overages, identify delays that may affect budget, etc.)
Coordinate and ensure quality processes.
Prepare for and lead an internal post-mortem team meeting and record findings.
Maintain documented history of job.
Ensure every necessary step and approval to complete the project to the agency’s
standards.
Agency Specific:
 Ensure that the agency’s Project Management standards (processes, tools,
milestones and approvals) are followed on all projects.
 Provide regular status to full project team and Director of Project Management
and Creative Resources on project timeline progress current resources’ progress,
as well as scope, job level, and spend and its alignment with the timing.
 Enforce processes and systems (Approvals, Project Change Orders, postmortem,
etc.).
 Motivate and guide the team as needed to encourage positive energy and generate
high-quality work.
 Win the confidence of the team, of other PMs, and of management.
 Develop resource plans by working with department leads and larger Project
Management team to ensure appropriate resources are in place throughout each
project.
 Work with the GM/COO and Account Director to advise on write-offs as
appropriate.
o Provide industry-specific insights and subject-matter expertise,
recommendations and guidance across the agency and to the client when
appropriate.
KNOWLEDGE & SKILLS
The Project Manager will:
 Manage multiple projects, keep things moving forward and running smoothly.
 Successfully communicate with team members.
 Possess strong oral and written communication, analytical and interpersonal
skills.
 Possess strong negotiation skills with an assertive approach.
 Be comfortable managing and influencing people who are not direct reports, as
well as director-level personnel.
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Have excellent multitasking and problem-solving skills.
Thrive in a high-volume, deadline-driven environment.
Give strong attention to detail.
Be highly adaptable and able to anticipate issues and needs before they arise and
take the necessary steps to alleviate.
Confidently lead, motivate and influence project progress.
Proactively make decisions.
In addition, the Broadcast Project Manager will:
 Possess a complete, working knowledge of the broadcast production process for
both television and radio.
 Clearly communicate both production and post-production terms to all
stakeholders.
 Ensure that team members are included in all key steps during the production and
post-production stages with an eye to multimedia projects.
 Work successfully with the Broadcast Producer to create and maintain schedules
and estimates that fit within those of the larger campaign.
 Coordinate with Agency Production to ensure sufficient time is allotted in the
schedule for bidding.
 Feel confident that the assignment specifications and schedule are realistic, and if
not, communicate appropriately.
 Ensure that all production and post-production schedules are distributed to the
client and agency team.
 Be aware of the need for the Broadcast Producer to obtain approvals of casting,
locations and any other shoot elements requiring sign-off.
 Understand the time and effort required for pre-production and allow sufficient
time in the schedule.
 Work with team leads to schedule pre-production meeting. Ensure all key
decision-makers from agency are present and have obtained all necessary client
approvals of elements before shooting begins.
 Be aware of the development of the pre-production book, ensuring all necessary
elements (including final scripts, talent, props, locations and any other visuals) are
represented in the final book before the meeting.
In addition, the Print Project Manager will:
 Provide detailed information, guidance and recommendations pertaining to final
deliverables from the account/creative team to enable Print Producer to provide an
accurate estimate.
 Understand publication common sizing to create accurate final mechanicals,
technical aspects of producing collateral and outdoor advertising pieces,
resolution requirements of images and basic knowledge of studio programs to
ensure proper files are handed off for separations and printing.
 Work closely with Print Producer to determine actual production timelines to
produce specific pieces.
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Work successfully with art buyers to determine usage and to create estimates and
timelines that fit within those of the larger campaign.
Complete knowledge and understanding of the agency's media rotation and the
impact and costs of media buys. Work closely with the Media agency or internal
Media team to flawlessly manage the rotation.
Engage media disciplines to expedite process.
Understand industry terminology pertaining to separations and printing to prevent
issues prior to jobs given to Print Producer.
Coordinate with the Print Producer and creative team to determine specifications
and all aspects of job to create a final printed piece that is based on approved
concept and that falls within budget and meets the delivery date.
In addition, the Interactive Project Manager will:
 Have experience leading multidisciplinary website teams.
 Provide technology and web-specific insights, recommendations and guidance to
clients and non-interactive teams when appropriate.
 Demonstrate sufficient technical knowledge, having an understanding of the
applications and limitations of HTML, Flash, CSS, CMS, JavaScript, ASP,
Database applications, AJAX, Visio, etc.
 Possess an understanding of design constraints on the web.
 Understand the role of information architecture and user-experience design.
 Possess experience in guiding the creation of detailed functional and technical
specifications, as well as the QA testing process.
 Have specific experience working with online media, email marketing and all
aspects of web banner development and deployment, including working with rich
media vendors and outside media agency partners.
 Have well-rounded industry insights and experience including but not limited to
e-marketing, design, development, SEO/SEM, usability, information architecture,
branding, strategy and planning.
 Possess an understanding of industry processes and methodologies, PM support
tools, and relevant hardware and software platforms.
In addition, the Public Relations Project Manager will:
 Have general comprehension of public relations’ diverse group of audiences and
their information needs, i.e., media, influencers and key stakeholders.
 Possess experience in managing press kit projects with time-sensitive information
that require shorter timelines and, often, smaller budgets than typical design
projects.
 Work with the creative team to ensure that concepts are within scope of work.
Specific to press kits, understanding the budget implications of fully customized
pieces versus off-the-shelf pieces.
 Experience creating HTML- and Flash-based electronic press kits, including
testing, as well as working and negotiating with email vendors.
 Understand the purpose of an electronic press kit (EPK) and the need to limit their
functionality.
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Understand the working details of producing both small- and large-scale events,
i.e., permits, working with street teams, event flow, technical needs, etc.
Have enthusiasm for finding creative ways to execute distinctly unique
components of guerilla-marketing activities, i.e., never-before-created/used props
and services.
Possess general comprehension of public relations for a diverse group of
audiences and their information needs, i.e., media, influencers and key
stakeholders.
Well-rounded industry insights and experience including, but not limited to,
experiential events, guerilla marketing activities and traditional and social media.
Strong knowledge of the terminology and tools related to media relations and
events.
EDUCATION & QUALIFICATIONS
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Bachelor’s degree preferred (but relevant work experience will be considered).
Experience assembling and managing budgets and schedules with multiple
dependencies.
A professional presentation and strong personal presence are required.
Must possess outstanding interpersonal skills as well an articulate, friendly,
“whatever it takes” attitude, along with a strong work ethic.
Must possess high energy and a solid confidence level.
Ability to establish and build productive relationships with diverse personalities.
Familiarity with graphic design tools (Photoshop, InDesign, etc.)
LEVELS
Associate:
 0–2 years of Project Management experience.
 Developing core or base-line PM qualifications and expectations.
PM:
 2–5 years of experience.
 Proactive decision-maker, leader and motivator.
Senior PM:
 5+ years of experience.
 Sets high level of excellence, leads and defines all aspects of his or her projects.
Senior PM, Group Lead:
 7+ years of experience.
 Experience with supervisory duties and successful team management.