Project Manager

Job Description

The Project Manager (PM) plans, executes, and finalizes projects according to strict deadlines and within budget. The PM leads the effort to define and communicate project timelines, resources, and budget and oversees quality control throughout the project's lifecycle. The PM acquires resources and coordinates efforts of team members and third-party contractors or consultants in order to deliver projects according to plan and has comprehensive knowledge of the status and timelines for all tactics associated with a project or campaign. The PM should communicate project knowledge and updates to team members and take a proactive approach to identifying potential risks and implement problem-solving tactics to maintain predetermined timelines and budgets.

Job Duties

Project Planning and Management

Maintain an understanding of client business, objectives, and tactics

Coordinate proposal/new business presentation trafficking and deliverables

Cultivate understanding of company project process and procedures

Review and contribute to project briefs and initiate project kick-offs

Set and reinforce project expectations of team members and vendors

Develop detailed project plans and timelines adhering to company process, including breakdowns of individual team tasks

Evaluate available resources and assign billable work to internal team members or obtain external supplemental resources as needed

Assume responsibility for tracking and maintaining timelines and delivery of all projects throughout all project stages with internal team and external resources

Develop internal project status reports and conduct weekly team project review meeting

Route documents and next-step directions to team in a timely manner to maintain efficient completion of deliverables

Monitor team progress to identify potential delays and proactively call team meetings to resolve queries and provide additional direction

Regularly maintain ongoing project-related communication with core team, client, and external resources

Financial Management and Tracking

Enter and maintain project budgets and billing schedules in company financial system

Evaluate project progress against contracted billing schedules and initiate AR invoice requests

Maintain cost-to-complete estimate report for active projects

Complete internal invoice forecasting on monthly basis

Create monthly client accrual reports

Track budgets of active and completed jobs against total yearly client budgets

Monitor project status and notify Account Services of budget risks or out-of-scope financial impacts

Review project labor and expense reports to identify incorrectly recorded project hours or expenses, potential performance efficiency issues, and possible out-of-scope project hours and address with Account Services team

Perform budget reconciliations at the completion of all projects

Assist Senior PM and Account Services team in troubleshooting client financial questions and discrepancies

Account Management Support

Support the Account Services team in delivering any and all project-related updates to the client, including but not limited to financial, timeline, and client status review/updates

Assist Account Services in determining and refining project specifications, and developing proposal cost and timeline estimates based on these specifications

Assume a client-facing role as appropriate to discuss project timelines, budgets, or updates

Serve as the primary client contact when the Account Services team member is traveling, out of the office, or unable to respond to the client

In coordination with the Account Services team, ensure that all client requests receive timely responses and are initiated with the team, completed, and delivered to the client in a timely manner

Quality and Risk Control

Ensure that all quality control measures (eg, editorial review, graphics review) are completed

Initiate and maintain electronic files for all projects

Ensure all project specifications sold are being met and delivered to meet or exceed client expectations

Key Competencies

Professional behavior and confidence

Ability to manage outcomes to win-win resolution

Ability to present ideas and supporting rationale to internal and external teams in an effective manner

Expert communicator both verbally and in writing

High level of integrity, confidentiality, and accountability

Well-developed professional communication skills, including written and interpersonal

Well-defined sense of diplomacy, including solid negotiation, conflict resolution, and management skills

Proactive, solution-oriented approach to project management

Highly developed organizational skills and attention to detail and timelines

Ability to coordinate and execute multiple tasks in a fast-paced environment to serve many therapeutic teams and meet project goals

Capability to adhere to structure while maintaining ability to be flexible, creatively problem-solve, and be decisive

Ability to identify key issues; creatively and strategically overcome challenges or obstacles

Sound analytical thinking, planning, prioritization, and execution skills

Proficiency in Microsoft (MS) Word, Excel, PowerPoint applications

Ability to master various content management systems

Desire to meet professional goals and acquire new skills