Job Description: Project Manager & Operations Support ...

Job Description: Project Manager &

Operations Support Specialist

Position Summary

The Project Manager & Operations Support Specialist is responsible for specific communication,

tracking, and project coordination activities for assigned client projects. This role also supports

project flow, organization, coordination and tracking process across JB Media Group. The

position is integral to a successful project which we measure by client experience with JB Media,

results of our work, efficiency in meeting the contract deliverables, and our own experience

working on the project. We desire to make each project as smooth, seamless and stress-free as

possible for us and our client. This position also provides key support to the Director of

Operations and serves the broader goals of the company to provide a positive, efficient and

productive work environment through alignment with our values and mission.

Reports to: ?Director of Operations

Roles and Responsibilities

Project Management

On-boarding Phase

¡ñ Coordinate internal team meeting (lead by Director of Strategy or other designated team

member) to discuss roles, scope of work, and internal meeting schedule for the project.

Take notes, assign tasks and follow-up with the client or team as needed.

¡ñ Determine project management and organization needs for the project with the team

¡ñ Establish schedule for delivery of work with JB Media team and communicate to client

¡ñ Establish project in the project management system following established organizational

structures and invite project team members. Create new systems as needed.

¡ñ Create appropriate files and folders for projects in JB Media¡¯s shared Google Drive

including proposal, contract, information and materials from the sales discovery process,

notes from internal team meeting, client on-boarding responses, etc. Follow company

wide organizational protocol for this information to create a consistent experience for

the team.

¡ñ Create necessary project tools such as the editorial calendar required to support the

project

¡ñ Track status of materials and accesses requested from the client, follow-up with client as

necessary and keep the team informed.

¡ñ Document passwords and logins for project and points of contact for project ¨C note

roles and preferred method of contact if there is more than one point of contact at the

client¡¯s organization.

¡ñ Share materials and access points with project team when received from client via

appropriate communication process.

¡ñ Schedule on-boarding meeting with client and team.

¡ñ Provide the client with the appropriate on-boarding questions for the project and

introduce the project team and their roles.

¡ñ Take notes during the on-boarding meeting with client, upload to project management

documentation system, and follow-up as needed with the client or any team members.

Audit, Strategy & Planning Phases

Note: Some projects begin with an audit, review or evaluation of the company¡¯s existing Internet

marketing, others have a combined audit and strategy creation starting point.

¡ñ Set internal project team meetings coordinating with the team and add to shared

calendars following JB Media¡¯s calendar and meeting protocols.

Job Description: Project Manager &

Operations Support Specialist

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Help establish and document internal processes and roles related to project ¨C how

content will pass from writer to editor to project coordinator, deadlines for each stage of

content creation, etc

Set delivery meeting(s) with client, schedule the conference room

Coordinate materials to be delivered at strategy delivery meeting ¨C documents,

spreadsheets, etc and send to client in advance of meeting

Take notes during strategy delivery meetings of any specific changes to the strategy or

work plan as requested by the client

Document resulting strategic plan for the project

Execution Phase

Organization & Documentation

¡ñ Add project milestones and deadlines to project management system, assign to

appropriate team member. Update as necessary throughout the project.

¡ñ Check-in with project team on status of assignments

¡ñ Set editorial meetings as needed, update editorial calendars and assign tasks.

¡ñ Set client meeting(s) to present audit findings, strategy outline, etc.

¡ñ Coordinate client reports - request updates and information from team members, collate

and edit report drafts, coordinate with graphic designer as needed, send draft reports to

the project team for review and approval, obtain a final internal edit of the report,

distribute to client and upload to project management documentation system

¡ñ Project time tracking (as needed) - Create and manage a time tracking spreadsheet

based on the scope of work and client budget to track allocated time for each team

member¡¯s assignments. Review each month to ensure time spent is not exceeding the

scope of work/budget. Make sure team members are updating their hours regularly.

Communication

¡ñ Disseminate necessary information to internal team members to support communication

and collaboration

¡ñ Coordinate, schedule and facilitate project team meetings. Provide an agenda or agenda

template for the team to fill-in, take notes and add to project documents. Make

assignments and conduct follow-up communications as needed.

¡ñ Provide client and team with status and progress updates throughout project

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¡ñ Serve as primary point of contact with client for questions or feedback

¡ñ Share client feedback and questions with the appropriate project team members,

respond to client as appropriate

¡ñ Set follow-up meetings with client as needed to review project, change scope of work or

renew contract

¡ñ Balance project momentum and the need for appropriate collaboration with demands on

the team¡¯s time when setting and scheduling meetings. Follow the company¡¯s meeting

protocol.

Off-boarding Phase

¡ñ Establish timeline and process to off-board individual projects as their contracts end

¡ñ Determine documentation/reports to be delivered to client at the end of the project

¡ñ Coordinate and deliver documents/reports to be delivered to client

¡ñ Set final client meeting, if needed

¡ñ Request client testimonials and/or ability to add their logo the JB Media Group website

as appropriate and in coordination with Director of Marketing

Job Description: Project Manager &

Operations Support Specialist

Operations Support

Team Calendars & Communication

¡ñ Review all shared team calendars weekly and follow-up with team members regarding

any concerns, conflicts, or questions

¡ñ Send out a weekly update to the team outlining which staff are out of the office, client

meetings, and general team updates

¡ñ Document protocols and processes related to team calendars, booking meetings rooms

and sharing schedules. Keep this documentation updated as processes or protocols

change

¡ñ Provide suggestions for protocols, systems, and guidelines related to team calendars,

booking meeting rooms, and sharing schedules to the Director of Operations

Facility Support

¡ñ Ensure supplies and materials are stocked throughout the office, kitchen, and bathroom

and any purchases are brought to the attention of the Director of Operations

¡ñ Note any maintenance or other facility needs and assist the Director of Operations in

addressing them including researching vendors, obtaining quotes or meeting vendors

on-site as requested

¡ñ Communicate with JB Media¡¯s cleaning vendor as requested about additional needs or

schedule changes

¡ñ Serve as liaison to our printer/copier vendor including requesting supplies, maintenance,

training or set-up of new employees

Strategy and Process Support

¡ñ Maintain and evolve JB Media¡¯s project management, project communication and

documentation systems and processes to support timely delivery of work to clients, a

collaborative work experience, for the team and flexibility for growth and industry

changes

¡ñ Consider, suggest, test, and collaborate with other members of the JB Media team on

project management and communication tools and systems to better serve clients,

respond to industry changes, and improve the team¡¯s work experience.

¡ñ Meet deadlines as assigned, communicating with the client and team members when

deadlines require changes.

¡ñ Utilize the appropriate communication method or project management tool to provide

updates and notifications.

Team Contribution, Communication & Support of the JB Media Culture

¡ñ Assist the Director of Operations, as requested, with logistics, planning and project

management of internal company projects such as company retreats

¡ñ Communicate with clients and the JB Media team in a timely and professional manner.

¡ñ Contribute to the collaborative, results-oriented, continuous improvement, relationship

based culture of JB Media in all actions and communications.

¡ñ Advance the strategies and processes of JB Media Group for growth, collaboration and

communication.

¡ñ Attend and participate in staff, departmental, and client team meetings.

¡ñ Support and help preserve the Core Values.

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