Amélie Company | Senior Project Manager


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Type Of Work:
Date Posted:
October 24, 2020


The Senior Project Manager is responsible for the flow of work through the agency, from job opening through delivery. S/he assists the Account Team and Creative Manager in estimating jobs and assigns a step-by-step schedule of completion to each of those jobs as it is entered. Under the supervision of account and creative leadership members, the Senior Project Manager coordinates movement of all jobs through the account service and creative departments.

For traffic management, each week the Senior Project Manager (SPM) updates status of all active projects with project updates coming from the account and/or creative teams. Then the SPM posts an internal status report of all active jobs in the shop, assigning a status to each job. Everyone in the agency should receive this hot sheet each week via internal email. SPM will also send, via email at the beginning of each week, the creative team a list of their weekly responsibilities to accomplish. SPM will assign next tasks for each project through Advantage, our project management software. Finally, the SPM tracks jobs from one step of completion to the next. As changes in timing or scheduling take place, SPM must be informed so an accurate schedule can be produced as needed.

For production management, the SPM will be responsible to support in the execution of print and ambient production projects as well as coordinating other production with external producers for works like video, audio, and digital projects with outside vendors.

• Reviews daily work schedule with creatives, production manager, production artists and creative director
• Reviews any job change orders from account managers/clients and copies to affected agency personnel
• Revises schedules and distributes to all departments a daily “hot sheet”, listing the most pressing jobs for the day and their current status
• Publishes a weekly production status report to advise all departments of schedules and job status
• Expedites all “crisis jobs”. Majority of work should flow through creative/production on a reasonable, scheduled basis, as directed and supervised by the creative director
• Notifies account managers when necessary to contact clients for any materials, information, etc., required to complete scheduled projects
• Communicates regularly with account service about the current status of all jobs in progress in creative/production, based on input from production manager and creative director
• Reports any problems affecting job quality, due dates and costs to account service, after being advised by production manager and/or creative director
• Proofreads all artwork/digital proofs (or schedules proofreading personnel)
• Retrieves client-approved materials from account managers to continue production process. Makes sure all material is properly signed off as approved by account manager and client
• Regulates time to allow for an internal review of all concepts with account manager
• Notifies the account manager when a job is completed, so s/he can review and close the job
• Incorporates outside vendors or freelancers into the workflow process as needed with the proper approvals
• Enforces time management assigned to projects
• Obtains quotes from art and photo suppliers, freelancers and other vendors as required
• Archives paperwork for all stock photography. Returns licensed, non-digital stock photography to source within the assigned usage period. Maintains licensing records on purchased digital stock for future reference
• Maintains updated agency sample files
• Arranges delivery of samples to client and agency personnel for all completed jobs
• Works with media department to obtain publications’ specifications and extensions when necessary
• Purchases art and understands royalty and copyright information
• Researches specialty items and purchases items for clients
• Responsible for managing production and other outside production partners
o Manages all day-to-day production activities
o Creates timely process to collect bids from vendors on specific projects
o Negotiates production costs with vendors
o Coordinate PO’s and timely delivery of files to printer
o Coordinate timely receipt of finished work and accurate invoicing
o Press checks
o Overall responsibility for quality control
o Assists print production manager in coordinating schedules of collateral materials to arrive before final deadlines

Experience, knowledge, skills, abilities:
• Full working knowledge of production processes
• Fast, experienced skill set and processes for collecting competitive bids from vendors
• Follow-up with vendors and tracking timelines of project plus quality control
• Fluent in Mac operating system with PC experience a plus
• Ability to set and meet deadlines with co-workers and external vendors
• Must be able to take direction and work as part of a close-knit team
• Excellent organizational skills, ability to multi-task, eye for detail and previous traffic experience required
• Experience with Advantage Software a plus

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