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Agency Project Manager (PM)- On Client Site

Department: Brella North
Location: Lake County , IL

Agency Project Manager (PM)- On Client Site

The role of the PM is to assist your assigned Account Manager (AM), or Account Managers, in the execution of the many projects that run through the Agency each day. The relationship with your AMs is that of co-worker/teammate, not subordinate/supervisor.

The PM will focus on many of the less strategic aspects of project management, some of which are administrative, in order to free up the AM for strategic planning with the clients. However, the PM is not an administrative assistant and should not be requested to fill that role.

The Agency PM is responsible for:

  •  Following established rules and procedures to ensure the integrity of the Agency process
  •  Assisting with project set up and management by:
    • Attending and documenting critical client &/or team meetings
    • Compiling meeting minutes and sending them to the AM for distribution
    • Assisting with unique Microsoft document needs
    • Opening projects in the database, including:
      • Creating project folders on server
      • Completing and updating Job Forms with pertinent personnel, schedule and status updates
      • Creating Job Jackets for Traffic
    • Creating and tracking purchase orders as needed
    • Working with vendors regarding research/sourcing of premiums/props and obtaining quotes for cost and delivery
    • Opening Work Orders (WO) and interacting with Facilities and Building Maintenance as needed
    • On behalf of the AM, interacting with the creative teams and Traffic to secure answers to questions
    • Submitting specified/approved files to ePASS &/or vendors
    • Initiating the project archive process at project completion
  •  Building and maintaining strong relationships with internal and external teams to ensure timely delivery of high-quality materials
  •  Prioritizing workloads to maintain balance between multiple projects and AMs, since the PM will likely work with more than one AM.
  •  Coordinating with AM(s) to establish and meet project expectations and goals
  •  Coordinating with Traffic and creative teams on deployment of staff and equipment resources
  •  Creating and maintaining project documentation
  •  Maintaining the highest Quality Assurance processes and standards
  •  Interacting with clients and their respective teams (at the discretion of the AM) via phone, email, web and face-to-face communication when necessary
  •  Daily interaction with the AM and Traffic to assess priorities for resources
  •  Daily time-entry to ensure accuracy of project billing


Skills Required:

  •  Sense of urgency
  •  Extremely detail oriented
  •  Exceptional organizational skills
  •  Exceptional time management skills including the ability to work deadlines both backward and forwards and modify schedules quickly to meet revised project needs
  •  Ability to delegate and/or share work
  •  Ability to take full ownership of a project and follow through on responsibilities of self and team members
  •  Exceptional communication skills (written and verbal)
  •  Must be highly proficient in Microsoft office products
  •  Comfortable dealing with multiple management styles and personalities
  •  Ability to adapt to changing priorities
  •  Ability to set and deliver on both short- and long-term deadlines              
  •  Ability to take clear notes, self-manage and follow through on complex projects
  •  Ability to champion for your project needs in a diplomatic and collaborative way
  •  Able to troubleshoot difficult or sensitive problems and find positive solutions
  •  Be comfortable asking for help
  •  Interested in learning new skills/methods and devising innovative solutions

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