Project Manager - CHI

Client Services & Business Dev

Positions
1
Location
CHI-Office

JOB TITLE:                                      PROJECT MANAGER

 SUPERVISION RECEIVED:         General Manager Chicago

EXEMPTION STATUS:                 EXEMPT

JOB SUMMARY: The Project Manager is assigned to support Account Managers or account teams on specific proposals and/or projects.  The Project Manager performs or participates in Account Management tasks which may include direct contact with the client at the direction of the Account Manager/Account Director.  This person may also perform administrative tasks for the account team if requested.

Process Administration

  • Open, maintain and update project information in project database
  • Work with Account Managers to generate Client invoices in accordance with internal policies and Client agreements
  • Work with Account Managers and Clients to secure Client purchase orders and Client payments
  • Collaborate with Account Managers on Account Receivable aging report bi-weekly
  • Work with Client’s accounts payable division to resolve invoicing issues  
  • Work with Producers and Account Managers to ensure jobs are ready to close and facilitate closing of jobs
  • Archive all proposal and project elements in project database as described in the archiving checklist
  • Maintain and update Client information in project database
  • Work with Account Managers to provide information for ASCAP/BMI reports to accounting

Proposal Process

  • Serve as Proposal Coordinator on Client proposals responsible for scheduling meetings, creating and maintaining Proposal Workbook and coordinating the completion of all proposal deliverables
  • Collaborate with the Account Manager, Producer and Creative Director on Client background, project requirements and Client budget expectations and margin targets
  • Collaborate with Account Manager, Producer and Creative Director on Client messaging, creative development and pitch design
  • Collaborate with Account Manager, Producer and Creative Director on staffing requirements and selection
  • Participate with Account Manager in input session and follow up meetings with the Client as determined appropriate by AM or Group Executive.
  • Provide the proposal team with all pertinent Client and project information
  • Participate in proposal budget review prior to obtaining approval of COO
  • Participate in pitch to the Client when appropriate

Sales Support

  • Work with Account Manager to ensure that accurate prospect, forecast, project and Client information including Account Profiles are entered and maintained in project database
  • Work with Account Manager to create, update and distribute Project Overview/ Job Jackets to project teams throughout process and after Post Project Meeting
  • Obtain signed budgets, POs and/or SOWs for each project
  • Work with Account Manager to ensure that Clients are invoiced in accordance with internal policies and Client agreements

Production Process

  • Support Producer in their management of the production process
  • Collaborate with Account Manager, Producer and Creative Director to ensure complete understanding of project requirements, budget expectations, resource requests and deliverables
  • Participate in review of budget with Account Manager and Producer and create Client budget
  • Participate in review of budget with Account Manager, Producer and Client if appropriate
  • Communicate with Client as appropriate regarding the progress of their project
  • Assist Account Manager and Producer in gaining Client approval for any overages if requested
  • During event production participate in on-site rehearsals, serve as the Client liaison and meet daily with production team to review progress and discuss on-site needs
  • During media and video production ensure that all deliverables are checked for quality prior to delivery to Client

 Post Production Process

  • Collaborate with Account Manager and Producer on actualizing of budgets
  • Collaborate with Account Manager to conduct final budget review with Client
  • Participate in post-project review with Account Manager, production and creative teams
  • Participate in post-project review with Account Manager and Client if appropriate

Office Responsibilities

  • Assist account team with general administrative requests including travel arrangements, expense reports, cell phone bills and Amex reports
  • Administer team meetings by managing agendas, taking and distributing minutes and arranging catering when needed
  • Purchase and send Client gifts as requested by Account Managers
  • Provide backup to the Operations Department by covering reception area and performing administrative tasks as required
  • Miscellaneous errands, shopping, shipping, etc.
  • Special projects as requested by Group Executive of Client Services or General Manager Chicago

Skills, Knowledge & Abilities

  • Knowledge of production industry
  • Strategic planning and creative problem solving skills
  • Exceptional communication and presentation skills
  • Ability to communicate effectively with all levels of management
  • Ability to work well under pressure in a fast paced, dynamic environment
  • Ability to multitask and prioritize effectively
  • Ability to effectively manage teams as well as work effectively as part of a team
  • Passion for providing excellent service and quality

HOURS:  Office hours are 8:30 a.m. to 5:30 p.m., Monday through Friday (40 hours per week).  However, due to the nature and scope of the position days and hours may fluctuate.

PHYSICAL REQUIREMENTS:  Ability to perform job duties that may include an average amount of lifting (+ or – 25lbs.), sitting, bending, stooping and standing is required.

TRAVEL REQUIREMENTS:  Heavy travel is associated with this position.  Travel for InVision related business is reimbursable at the amount allotted under state & federal guidelines. 

EDUCATION/EXPERIENCE:  This position requires a minimum of two years experience in a corporate communications or related field as well as a proven sales track record.