Senior Project Manager

Title: Senior Project Manager 

Company/Location: Biolumina / New York, NY 

Department/Discipline: Project Management  

Senior Project Manager 

The Senior Project Manager Supervisor is responsible for coordination efforts across an agency franchise.  He/she may manage multiple junior project management team members across the department.  He/she organizes, monitors and routes all jobs through the agency for his/her account(s).  The Senior Project Manager Supervisor keeps all team members informed of the status of their respective jobs and ensures all jobs are following the agency’s Job Flow Process (JFP). He/she handles aspects of preparing for regulatory submissions. He/she supports the Director of Project Management with new business projects, department initiatives and helps train, monitor, evaluate and supervise the workload of the department.  

  Primary Job Responsibilities  

Coordinate job flow/creative process within the Agency in an organized and efficient manner, which includes: 

• Open job number and job site on blink when requested from account service 

• Prepare and maintain job site on SharePoint to reflect accurate job history 

• Setup and attend all start-up and internal review meetings 

• Develop timelines with input from relevant departments 

• Update timelines based on client and/or internal changes (keeping accurate timelines throughout the life of a job is extremely important) 

• Remind the team of upcoming due dates and alert the other team members if agreed upon due dates are not going to be met, both internally and externally 

• Ensure timely development of color breaks and spec sheets by coordinating with Production and Art Director prior to pre-mechanical meetings 

• Schedule and attend pre-mechanical meetings for every print job. Ensure all relevant materials are brought to the meeting and be able to provide timing from mechanical to release 

• Route jobs through all relevant departments via eRouting system and secure signatures at all stages of the job. Ensure cover sheets are complete and contain all relevant information for each job 

• Schedule and attend digital build-kit handoff meetings with the internal development team (Account Services will setup when working with third-party digital vendors). Work closely with UX, AD, and Account Services to ensure all relevant materials (manuscript, functional specs, sitemap, wireframes, etc.) are prepared and QC'd internally prior to build kit hand-off meeting 

• Monitor and assist team members in following the JFP (keep documentation of any skipped steps/signatures)  

• If procedures are not followed, alert the Director of Project Management 

• In person client travel is required 

Manage the activities of junior project management team members including, but not limited to the following tasks: 

• Review dailies, nightlies, and timelines of junior project management team members for accuracy 

• Review and approve direct reports timesheets 

• Demonstrate proficient use of Dynamics for timesheets and financials 

• Review estimate vs. actuals report 

• Submit accurate timesheets on a daily basis 

• Demonstrate knowledge of and ability to plan a complete product launch 

• Demonstrate proficient use of SharePoint 

• Prepare and submit jobs for regulatory review 

• Develop and distribute the daily and nightly internal status reports (daily by 9:30 am and nightly by 4pm) 

• Coordinate and run weekly status meetings  

• Attend client status meeting/select client calls when appropriate to proactively track and address key project deliverables 

• Work closely with Account Services to ensure daily client hotsheets and weekly client status reports are accurate, alerting Account Services to necessary updates 

• Monitor jobs and alert team to possible delays/issues, assure open communication among team members  

• Maintain organized email archi