Project Manager

Spectraforce; North Chicago (IL); Hybrid; USD 80,000 - 110,000; Full time

Job summary

Spectraforce is seeking a Project Manager (I) to plan, schedule, and execute print and digital projects within the client’s in-house agency. You will partner with the account manager to coordinate daily activities, keep projects on time and within budget, and ensure adherence to brand and regulatory guidelines.

The role requires 1-4 years of ad agency experience (pharma a plus) with strong communication and organizational skills, and proficiency with MS Office and project tools.

Qualifications

• 1-4 years of ad agency experience required (minimum)
• pharmaceutical experience a plus
• Strong attention to detail and excellent communications skills: verbal, presentation, written
• Understanding of print and digital project lifecycles and different project management methodologies/styles
• Familiarity with print production process, web technologies and digital trends
• High energy, positive, organized individual in a high-visibility role
• Understand Client promotional guidelines including Veeva PromoMats review and corporate compliance
• Understand Agency Workflow Process and project lifecycle stages
• Demonstrate clear and concise written and verbal communication skills
• Ability to prioritize and multi-task to enhance productivity and manage workload
• Proficiency with Microsoft Office suite and systems like Kantata/Mavenlink, Workfront
• Develop project schedules, allocate resources and communicate status to stakeholders
• Conduct regular status meetings with internal teams and clients
• Set up and manage routes for projects through internal approval processes (Kantata, WorkFront)
• Understand Medical/Legal/Regulatory (Veeva) review process and prepare assets for submission
• Coordinate resources with studio/programming/creative leads
• Be primary contact for third-party vendors and address issues
• Create and maintain project/department documentation
• Track time and assist with estimates and billing
• Adhere to company financial policies

Responsibilities

• Plan, schedule and execute projects (print and digital)
• Coordinate daily activities with account manager
• Keep projects on schedule, budget and strategy
• Develop schedules, allocate resources and track milestones
• Lead status meetings with teams and clients
• Manage internal approval routes and regulatory documentation
• Coordinate with vendors and creative leads
• Assist with estimates and billing
• Maintain project documentation and records
• Ensure compliance with promotional guidelines

Skills

Project management

Communication skills

Attention to detail

Time management

Prioritization

Multi-tasking

High energy

Problem solving

Tools

Microsoft Office

Kantata/Mavenlink

Workfront

SharePoint

Teams

Outlook

Excel

PowerPoint

Job description

Location – Mettawa, IL 60045 Onsite/Hybrid Schedule: three days onsite/2 days remote

The Project Manager (I) is responsible for the planning, scheduling and execution of all projects (print and digital) within the Client’s in-house agency. This role works closely with their assigned account manager to help coordinate daily activities within A3 and continue to develop the ongoing relationship with their respective brand teams to keep projects on schedule, on budget and on strategy.

• 1-4 years of ad agency experience required (minimum), project management and pharmaceutical experience a plus
• Strong attention to detail and excellent communications skills: verbal, presentation, written
• Understanding of print and digital project lifecycles and different project management methodologies/styles
• Familiarity with print production process, web technologies and digital trends
• High energy, positive, organized individual who is comfortable in a high-visibility
• Understand Client promotional guidelines including, but not limited to, corporate branding, promotional material development, Veeva PromoMats review and corporate compliance
• Understand the Agency Workflow Process including project initiation and kickoff, collaboration, necessary approvals, production and archiving
• Demonstrate clear and concise written and verbal communication skills
• Demonstrate the ability to prioritize and multi-task to enhance productivity and manage workload
• Possess ability to work in a high-volume, rapidly paced environment
• Proficiency using the Microsoft Suite of products (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and other systems (Kantata/Mavenlink, Workfront)_
• Develop project schedules, allocate resources and communicate project status and schedules to all key stakeholders and ensure deliverables and key milestones are met on time and within budget
• Conduct regular status meetings with internal teams and clients to review progress, identify risks, and develop mitigation strategies. Capture notes and distribute recaps with action items.
• Set up and manage routes for all projects through the internal agency approval process (Kantata, WorkFront)
• Understand the Medical/Legal/Regulatory (Veeva) review process and prepare all assets and documentation for submission and review in accordance with Client Promotional Material Review Process
• Coordinate interactive resources with studio/programming/creative leads
• Be the primary point of contact for all third-party development/deployment vendors providing regular updates, managing expectations, and addressing any issues or concerns
• Create, compile, and maintain project and department documentation as needed (technical documentation, server folder structure, spec sheets, estimate tracking, etc.)
• Track time on a daily basis.
• Assist with providing estimates.
• Assist with billing and ensure billing is completed on schedule.
• Adherence to all company-wide financial policies

Accountability / Scope

• Reports to their assigned Client Ad Agency account manager
• Partners with creative team on project initiatives

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.