Senior Project Coordinator

2 weeks ago

New York, New York, United States Neon Full time

AGENCY TYPE:

REPORTING TO LEVEL:
Project Management Supervisor

FUNCTION:
Project Management

SPAN OF CONTROL:
Individual Contributor

LOCATION CATEGORY:
Hybrid

JOB TITLE:
Senior Project Manager

TRAVEL REQUIREMENTS:
Yes – 10%

JOB SUMMARY:

The Senior Project Manager (SPM) oversees the complete spectrum of client deliverables and is responsible for designated brand(s) from project initiation to final execution, ensuring adherence to timelines, quality standards, and budget constraints.

The SPM is a resourceful problem solver whose production knowledge enables them to navigate intricate development processes for multichannel strategies.

Collaboration is key, as the SPM works closely with various agency departments, including Account Management, Finance, Production, Creative, Editorial, Technology, and Strategy. Each day presents unique challenges, from assessing the viability of creative ideas to managing resource allocations and addressing potential bottlenecks proactively.


ESSENTIAL FUNCTIONS:

Project Management:
Manages and enhances agency and departmental processes, procedures, and workflows for assigned brand(s) and workstreams.

Cross-Functional Collaboration:

Leads cross-departmental teams by facilitating collaborative problem-solving, communicating overall project status, and overseeing workstream health and necessary adjustments.


Administration:
Maintains a timely, detail-oriented, and precise approach to administrative responsibilities.

RESPONSIBILITIES:
Project Management:
  • Independently manages multichannel project deliverables from concept through to deployment, providing guidance and vision as required.
  • Owns a specific brand vertical and collaborates with other project management leads to ensure consistency and quality across the brand.
  • Engages actively with Associate Project Managers and Project Coordinators on daily project challenges, solutions, and overall support.
  • Communicates pertinent information during internal status meetings to provide updates or modifications in project plans.
  • Ensures accuracy, efficiency, and timeliness in routing, quality control, project preparation, and execution of deliverables.
  • Conducts impact analysis for scope changes on assigned brand(s) and collaborates with the Account team to determine subsequent steps.
  • Manages relationships with third-party vendors and client digital teams, coordinating timelines and identifying challenges to maintain schedules.
  • Proactively escalates and proposes solutions to project-related issues to management.
  • Collaborates with Supervisor/Associate Director on scope of work (SOW) development with a focus on brand portfolio SOW.
  • Reviews financial output reports, incoming briefs, and timelines/estimates.
  • Adheres to and enforces internal procedures and project management tools for effective management.
  • Participates in discussions aimed at process optimization.
  • May serve as a client-facing expert regarding timing and estimates to address project inquiries.
Cross-Functional Collaboration:
  • Maintains relationships with various agency departments, including Editorial, Account, Finance, and Creative.
  • Informs team members about the initiation of new projects, upcoming deadlines, quality control, revisions, and next steps.
  • Proactively presents new ideas and suggestions for personal career growth and team efficiencies to supervisors.
  • May participate in new business pitches as required.
  • Trains, mentors, and provides guidance to junior team members.
  • Addresses project or client challenges in close collaboration with internal stakeholders.
  • Creates brand Gantt charts in partnership with the account team.
  • Engages in finance meetings, contributing to and monitoring the financial health of the vertical in collaboration with the Account team.
Administration:
  • Maintains accurate and organized files of past and present projects according to agency protocols.
  • Demonstrates a detail-oriented and organized approach to daily responsibilities.
  • Completes timesheets, expenses, and all other administrative tasks accurately and promptly.

EDUCATION:
DEGREE/DIPLOMA AREA OF STUDY REQUIRED/PREFERRED
Bachelor's Any area of study Preferred

LICENSES AND CERTIFICATIONS:
Project Management Professional (PMP), Certified Scrum Master (CSM), and/or other relevant certifications are advantageous but not mandatory.

EXPERIENCE:
MINIMUM EXPERIENCE AREA OF EXPERTISE REQUIRED/PREFERRED
5+ years Any Experience Project Management, Production, or Marketing Operations/Administration, or related field. Pharmaceutical Marketing and Advertising Required Preferred

KNOWLEDGE AND SKILLS:
Software:
Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams) or equivalent platform.
Proficient with Adobe Acrobat.
Strong knowledge of project management tools (Microsoft Project, Workfront, or equivalent) required.
Basic knowledge of financial management tools (e.g., SAP or equivalent) required.
  • Multichannel production knowledge across print, video, and digital (websites, IVAs, emails, banners, and congress panels).
  • Strong organizational skills.
  • Strong verbal and written communication skills.
  • Financial aptitude.
  • Strong experience with the campaign launch process is highly preferred.

COMPETENCIES:
Collaboration:
Works effectively in a team to foster a collaborative environment.

Multitasking:
Juggles and prioritizes competing tasks and deliverables.

Problem-Solving:

Demonstrates curiosity and interest in identifying the root causes of problems, selecting effective solutions, and taking necessary actions to resolve them.



Engaged/Motivated:
Attentive, proactive, and shows interest in the subject matter.

Attention to Detail:
Self-edits work and maintains a sharp focus on minor details.

Communication:
Attentive and shows interest in the subject; expresses ideas accurately and clearly across multiple mediums (written and verbal).

Organization:

Establishes clear goals, identifies necessary resources (e.g., time, people, materials), and schedules tasks to ensure timely completion of work.



Delegation:
Capable of distributing and balancing workload among junior team members.

Interpersonal Skills:
Works effectively in a team environment and builds relationships with others.

Mentorship:
Trains, provides direction, and informal career guidance to junior team members.

STATEMENT OF UNDERSTANDING:
This job description serves as a guideline for your role.

Depending on your team, your role may vary slightly, and you may perform other duties or have responsibilities dictated by business needs.

If you believe any elements of this job description are inaccurate, please discuss them with your manager and/or HR Partner.

This job description is not intended to include modifications consistent with providing reasonable accommodation for a disability.

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