Project Manager- Communications

The Project Manager plays a crucial role in managing the lifecycle of communications initiatives, from intake to closeout. This administrative role involves collaborating with various internal teams to ensure their job requests are properly completed, assigned, tracked, and finalized in a timely manner. The role also provides back-end and organizational support for our tools, resources, and output.

Key Responsibilities:

Project Coordination

• Plan, organize, and coordinate communications projects from intake request to completion.
• Assess incoming projects and assign them in a timely manner to Project Teams based on scope, level of difficulty, bandwidth, and urgency.
• Measure project and procedure performance and identify areas for improvement.
• Help prepare and distribute project status reports.
• Load projects in project management software and route to Project Teams.
• Handle a high volume of projects with shifting priorities and strict deadlines.
• File physical or online documents in a timely manner so they are current and accessible.
• Maintain library of printed materials to show to clients as samples.
• Perform special projects and other duties as assigned (e.g., server file maintenance).

Employee and Client Engagement

• Support Communications team throughout a project.
• Establish and maintain best practice project intake workflow, in conjunction with the Project Management Tool.
• Create, update and/or maintain organizational procedures to ensure business continuity.
• Track, update, and report on the status of existing projects.
• Help manage and communicate within our communications team email account regarding existing projects.
• Help assess and resolve project issues that arise online or by internal/external clients.
• Provide instructions/guidance to internal or external clients to effectively assist or complete in project requests.
• Promptly engage and support team members or clients to expedite project requests.

Process Improvement

• Share tips and time-saving features to support continuous process improvement.

Core Competencies:

• Leadership: Display leadership skills and ability to motivate fellow employees
• Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
• Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
• Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
• Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
• Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
• Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
• Dependability: Acknowledgment of the importance of being present and punctual.
• Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome
• Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
• Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment

Education Requirements:

• 1-2 years related experience in employee benefits and/or project management.
• Degree in Business, Communications or any combination of education and experience.

Experience Requirements and Key Personal Qualities

• Professional attitude and appearance.
• Be able to work calmly and manage multiple projects with competing deadlines.
• Have a flexible workstyle as deadlines and demands change.
• Strong interpersonal skills and proactive troubleshooting skills.
• Excellent organizational and time management skills.
• Superior customer service.
• Excellent working knowledge of Microsoft Office applications.
• Knowledge of Workfront and Epic desired.
• Meticulous attention to detail a MUST.

Systems:

• Proficient with Microsoft Excel, Word, PowerPoint, and Outlook
• Applied Epic experience preferred, but knowledge of similar Agency Management System (AMS) is acceptable

Physical Requirements:

• Ability to lift 25 pounds
• Repeated use of sight to read documents and computer screens
• Repeated use of hearing and speech to communicate on telephone and in person
• Repetitive hand movements, such as keyboarding, writing, 10-key
• Walking, bending, sitting, reaching and stretching in all directions

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham. Please do not contact or send unsolicited potential placements to our team members.