Creative Studio Project Manager

Who exactly are we looking for?

We’re looking for a confident, highly organised Project Manager who has a hunger for facilitating the creation of inspiring industry-leading work. You possess strong project and client management skills, with a track record of utilising internal processes to drive consistency with a high level of organisation. 

Ideal Experience: 

• 3+ ​years​ experience in a similar role
• Industry player with varied client-facing experience that shows relevance to XAG’s client base 
• Solid understanding of the world of retail and brand experience and the creative process. Full service and production process knowledge would be a big added benefit. 
• Strong IT skills - in particular Google Workspace (Sheets, Slides & Docs),  Synergist (or other similar quoting & scheduling software)
• Experience and confidence in financial management of projects - set up, tracking and billing.
• Organisational master who is efficient and takes pride in their attention to detail
• Excellent communication skills
• Some experience in client servicing
• Great problem solving skills

Skills & Responsibilities:

• Project Planning: for multiple projects of varying size, you will develop comprehensive project plans, including scope, objectives, timelines, budgets and resource allocation, in collaboration with creative team leadership and our clients
• Resource Allocation: support the Traffic Manager & Associate Project Director by maintaining up-to-date project information, flagging availability changes, and assisting in the resolution of resource challenges
• Client Communication: maintain regular and transparent communication with clients, keeping them informed about project progress, changes, and addressing any concerns or feedback in a professional and proactive manner. Ensuring both the client and the creative team have what they need in regards to information & files in good time to deliver the projects. Booking, organising, facilitating client calls and meetings when required 
• Internal communication: within the creative team and across the business ensuring the clients needs are met and the project is delivered to our standards. Ensuring clean and accurate handover of projects between departments and stakeholders
• Budget Management: manage project budgets, tracking expenses, and ensuring that projects are delivered within the allocated budget. Build & provide cost estimates and client-facing quotes.  Provide financial status and forecasts to clients and internally as necessary. Ensure all creative projects are delivered on time and within budget managing the scope and timelines throughout and bringing key stakeholders together to solve timing and budgeting issues
• Timeline Management: create and manage multiple project schedules, ensuring deadlines are met and critical milestones are achieved. Identify potential roadblocks and implement solutions to keep projects on track
• Risk Assessment and Mitigation: identify project risks and develop strategies to mitigate these risks. Ensure that contingency plans are in place to handle unforeseen issues
• Documentation: maintain comprehensive project documentation, including project reports, status updates, and client correspondence
• Continuous Improvement: identify opportunities for process improvement and drive the adoption of best practices in project management within the studio
• Client Servicing: deliver exceptional client experiences through strong project management, ensuring seamless onboarding and ongoing satisfaction. Proactively manage client relationships by regularly gathering feedback through satisfaction surveys and promptly escalating and resolving any client issues or concerns.