Project Manager

Job Description

We are seeking a highly organised, proactive and detail-oriented Project Delivery Administrator to act as the operational backbone of the client's growing agency. This role plays a critical part in maintaining delivery stability across all live projects.

You will provide the structure, coordination and reporting oversight that enables the Media & Marketing Lead to focus on strategic direction, while ensuring deadlines are met, risks are surfaced early and clients receive a seamless, professional experience.

This is an opportunity for someone who thrives in a fast-paced, entrepreneurial environment and takes pride in bringing clarity, discipline and momentum to a growing team.

What Success Looks Like:

Within 3 Months

Fully embedded in the project management system, with all live projects accurately tracked and consistently maintained

Established a reliable weekly reporting cadence, delivering structured operational reports by COB each Friday without fail

Built strong working relationships across the team and developed trust with key stakeholders

Demonstrated sound judgement in identifying risks and escalating appropriately

Implemented clear and dependable processes for meeting coordination and follow-up

Within 6 Months

Proactively identifying and implementing process improvements that enhance delivery stability

Producing insightful weekly reporting that highlights trends, risks and practical mitigation actions

Confidently managing client communications within agreed parameters

Acting as a trusted operational partner to the Media & Marketing Lead

Increasing overall visibility, accountability and coordination across projects

Tasks:

Project Coordination & Delivery

Maintain and manage project workflows within Asana (or equivalent project management platforms), ensuring tasks, deadlines and ownership are clearly defined and consistently updated

Monitor delivery timelines and proactively follow up with team members on upcoming or overdue actions

Identify delivery risks, capacity constraints or bottlenecks early and escalate appropriately

Support delivery governance by ensuring accountability and visibility across all active projects

Produce clear, structured project status updates for internal oversight

Weekly Operational Reporting

Own the preparation and consolidation of structured weekly operational reports for the Media & Marketing Lead

Provide clear visibility on delivery status, risk indicators, workload capacity, priority shifts and mitigation actions

Ensure reporting is accurate, data-led and presentation-ready

Gather inputs from relevant team members in advance of deadlines to ensure completeness

Circulate the completed weekly report by close of business every Friday to enable leadership review and forward planning

Meeting & Calendar Management

Coordinate internal and client-facing meetings, ensuring efficient scheduling and preparation

Prepare structured agendas where required

Take comprehensive meeting minutes and circulate clear action points with assigned owners and deadlines

Maintain oversight of team calendars to avoid scheduling conflicts

Liaise with third-party vendors or partners to coordinate scheduling and logistics

Client Support & Communications

Draft and manage professional client correspondence

Support the preparation of client presentations, proposals and performance reports

Maintain accurate and up-to-date client documentation

Monitor shared communication channels and escalate urgent matters appropriately

Help ensure a consistently high standard of client delivery and relationship management

Systems, Process & Organisation

Organise and maintain digital filing systems for contracts, assets and project documentation

Ensure documentation is structured, current and accessible

Identify opportunities to improve workflows and increase operational efficiency

Contribute to building scalable systems that support agency growth

Requirements:

Minimum 2 years of proven experience as a Project Manager or in other leadership and administrative roles with a focus on team support.

Experience working in a digital creative agency environment

Strong organisational skills with the ability to prioritize tasks effectively in a dynamic environment.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.

Proficient in Project Management tools and procedures (Asana, Trello, ClickUp, Notion, etc.)

Familiarity in Slack

Excellent typing skills with attention to detail for data entry and documentation tasks.

Strong communication skills with professional phone etiquette and interpersonal abilities.

Experience with calendar management is essential.

Ability to work independently while being a team player who contributes positively to office culture.

Previous experience in event planning or project coordination is a highly preferred.

Bonus: Relevant Project Management certification such as Lean Six Sigma and PMP

Reliable internet and quiet workspace.

Schedule: Monday to Friday

Shift: Monday - Friday 5:00 PM – 1:00 AM PHT

Type: Full-time, Independent Contractor, remote (this must be your only job). No other employment or freelance projects.

Benefits:

Fully remote

Monthly payout

Work from anywhere

Creative and collaborative work culture

Exposure to high-impact roles within a growing marketing team

Work with purpose-driven organisations