Project Manager (open rank)

Title: Project Manager

Level: Open rank

Reports to: Head of Projects

Location: Hybrid (M, F: Work from anywhere, T-TH: In office)

This is an open rank position; this means we're interested in exploring and getting to know candidates with a wide range of experience levels and industry backgrounds.

Description

The Project Manager is the Operational hub for the Projects team and is the go-to person on all things at the intersection of client and project. The goal of the Project Manager is to anticipate all that a client will need for a quality project and execute it without compromise for quality, speed, or experience. The seat is not designed to fix problems or challenges when they happen, but rather to avoid problems by anticipating for and solving all foreseen challenges ahead of time. Project Managers are responsible to prevent problems, to plan, build, think, and solve for all the seen and unforeseen challenges that could befall a project, and so to prepare all the solutions and contingencies ahead of time.

Project Managers work at the intersections, the transitions, the crossovers: vendor x company, client x project, design x build, manage x supervise, money x time, and so on. They are really awesome communicators, they know how to read people, are passionate about responding with urgency, always fast and friendly. They get energized by achieving amazing things for their clients. In the end, a project is only as successful as the person managing it. Project Managers will combine their relationship and “getting-things-done” skills to align internal and leverage external capabilities to not simply complete projects and tasks, but to create unique and powerful buying experiences for the clients that convert our client from buying products to building partnerships.

Roles

Work the plan

Client communication about projects

Managing project timelines and deadlines

Project cost estimates and budget management

Purchasing materials, supplies, and products for client projects

Traveling to support client projects, when applicable (30% or less)

Work the plan. The Project Manager is the heart and soul of the Operations team in the company. They are the “getting things done” face of the company for our clients, the go-to front door on all things Triple20. They link Creative and Production together project by project, and work to help Accounts and Finance/Admin teams move forward quickly and error-free. They are the communicators, the decision-makers, the cat-herders. The Head of Operations will plan the work; that is, they will make the assignments, set the schedule, manage the board and make the big, hard calls, but the Project Managers will take that plan and work it to the end, facilitating external conversations, highlighting internal challenges, and holding each other and the team accountable when necessary to get the 2/2 results outlined in the Proven Process. They may not do everything, but they make sure everything gets done. They are the ones who bring it all together.

Client communication about projects. Project Managers are involved in the project in most of its stages, from early discovery to recap and after-action reporting, driving all client communication and experience touch-points along the way. Project Managers work very closely with Account Managers on all things “client.” Clients will often work the most closely with project managers in the day-to-day work, and so building relationships of trust and advocacy are critical to project management success. Both the Creative team and the Accounts team will rely on project managers to share critical information with the client, and share details quickly and accurately.

Managing project timelines and deadlines. Projects are all about time. And so project managers spend a lot of time managing time. Theirs, the clients, the companies. Managing that time through clear project timeframes, deadlines, and detailed project plans are critical work products for project managers. They may not be the ones doing the work, step by step, but they are responsible to make sure it all gets done, and gets done on time and under budget. They are the referees. They are the ones who drag the full team back in the office to meet an important deadline.

Project cost estimates and budget management. Projects are also all about money. The Project Manager’s key roles are project costs and budget management. Project Managers are responsible to manage the estimating of all project costs, and communicating those project costs to Account Managers, who will price the project and pitch it to clients and prospects. Throughout the project process, the Project Manager manages the project budget, monitors spending, and makes the right vendor decisions to stay within their estimates and meet their deadlines. In the end, a project is profitable if its costs were estimated accurately, if its budget was monitored closely, and if it was priced currently. Project Managers are responsible to provide the Head of Projects with accurate cost estimates and on-track budgets.

Purchasing materials, supplies, and products for client projects. Effective delegating is a key skill associated with this role. Project Managers are responsible for all aspects of the project, but this does not mean they have to do it all themselves. As such, they are ultimately responsible for purchasing all materials, supplies, and products for client projects. The Project Manager is responsible for all project outcomes and so should review all decisions by other teams and clarify any and all open questions. They manage the budget, and so they must also manage the spending. They may not make all the decisions, but they are responsible for the outcomes of all decisions made on the projects they are managing.

Traveling to support client projects, when applicable. (30% or less). Project Managers will travel up to 30% of the time (5-15 times a year) to support client projects, as assigned by the Head of Operations.

Key Tasks (include but are not limited to)

Work with internal departments to manage client projects from discovery through design and production; ensure the project is on time, on budget, aligns to specification and meets quality standards. Prepare, organize and distribute relevant information and documents throughout the life of the project.

Work with Account Manager to complete initial project discovery

Participate in project and design discovery meetings, typically with Creative team

Compose a Creative Brief for client review with assistance from the Creative team

Generate direct cost estimates and vendor quotes

Assist the Creative Team with strategic planning and solutions across our product mix

Articulately present design solutions to the client, sharing benefits and specifics

Manage the estimation and budgeting process

Develop project schedules and ensure projects are on track

Review storage reports and ship manifests

Monitor client inventory database and manage client requests

Attend exhibit previews with client prior to pack and prep

Provide full service onsite supervision for client exhibit projects (1-15 times a year)

Triple20 is an equal opportunity employer, committed to creating a diverse and inclusive workplace. We encourage applications from individuals of all backgrounds and do not discriminate based on identity or status. We believe a diverse and inclusive workforce leads to better ideas and outcomes, and we are dedicated to fostering a workplace where everyone feels respected, valued, and empowered to thrive.