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Project Specialist

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This position is two-fold: managing projects and clients. As a Project Manager you are an Ambassador of this agency that manages projects.

Fully engaged, contributing member of agency’s team of Project Managers and Design team members; manage, and facilitate, project budgets, timelines, and communication between client groups, the creative team, and vendors to insure streamlined project management. Develop, and work within existing, excel spreadsheets, and internal account management software, to manage and monitor internal and client budgets and timelines. Participate in the development of a functional, healthy and friendly workspace for all employees.

Essential Functions:

Communications Skills:

  • Presentation skills are a must. Being able to present budgets, timelines, and project concepts to multiple-stakeholders in an engaging manner is critical to this position.
  • Ability to multi-task in a fast paced environment with tight deadlines.
  • Ability to create consensus and work cooperatively. Example: Communicating solutions or resolutions to a client or vendor thus making difficult situations suitable to everyone involved.
  • Must be able to communicate clearly, positively, and objectively to clients and vendors.
  • This position entails writing clear and concise emails and project briefs to colleagues, clients, and vendors.
  • Act as the liaison between clients, team members, (i.e. designers), and vendors by creating, and communicating, project scope, work backs, and budgets. Also, proactively strategize, and communicate, possible obstacles that may compromise the agreed upon timeline and budget.
  • Possibly train team members under account manager/senior producer’s supervision. This includes providing them with the resources and knowledge to succeed and meet client expectations, yet allowing them enough room to learn their own work styles.

  • Production Management:
  • Manage and produce large and small-scale projects, including corporate events, in-store point of purchase programs at a retail level, and print collateral.
  • Manage and communicate project budget and schedule to project team.
  • Manage budget and profitability for project, including all contractor and supplier fees and costs.
  • Provide budget and communicate any updates/changes. Provide final accounting and margin goals to the account manager/senior producer prior to beginning the project and each time this information is requested throughout the course of the project.
  • Bid and procure products and services needed for execution of project. Properly mark up purchases when applicable.
  • Manage expectations proactively. Provide full disclosure of project status, budgets, and actions.
  • Understand, or learn, manufacturing requirements and identify/select suppliers with appropriate capabilities.
  • Act as advocate for Client, balancing expectations with budget and timeline.
  • Provide clear and concise written specifications, timelines, and expectations to suppliers.
  • Ensure appropriate level of quality is achieved on all projects.
  • When necessary, seek out new vendors and new material/fabrication methods.
  • Issue PO’s in a timely manner and contracts as appropriate.
  • Knowledge of pre-press file formats, color process, and requirements for production are a plus.
  • Knowledge of graphics processes and materials is a plus. (Technologies, substrates, etc.)
  • Knowledge of point of purchase displays and in-store processes.
  • Explore fabrication and material options with an understanding of cost implications.

  • Design Project Management:
  • Collaborate with the Design team on project scope, budget, and timeline.
  • Communicate, clearly and concisely, the project budget and timeline to the client base. Be solution orientated in trying to execute great design with limited budgets and tight timelines.
  • Work with the Design team on proper file format allocation per project. Example: Should final files be Indesign files, Illustrator files, a hi-res printable PDF.
  • Work as liaison between Design and Clients and Vendors for proofing creative.
  • Work with Design to source, and manage assets.
  • Proof creative before it goes to the client.

  • If this sounds like you apply now!

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