Agency Finance and Project Manager

SUMMARY OF ROLE: 

The Project Manager will take the lead on ensuring fundamental data is captured to report on the business performance.  This will include all project scopes, inter-office collaboration / movement of workload across heads, timesheets and third-party costs (including media, partners and freelancers).

You will be responsible for producing monthly reports, analysis and commentary of individual, departmental and projects data to the snr management team and the Group Commercial Manager.

On a regular basis you will meet with Management to discuss utilisation and business performance, and work collaboratively to identify areas for process improvement and development.

A sound and fundamental understanding of how a modern marketing agency operates, and working knowledge of the general marketing campaign process is important in this role. 

This is a permanent full time role.

RESPONSIBILITIES

Commercial

• Have an advanced level of commercial awareness – you will be able to confidently present and discuss commercial and financial topics (eg. P/L, utilisation and margin)
• Support and relay client project information (eg. SOW, project burn-rates) on an ongoing basis.
• Support resource management attuned to commercial realities of the business 
• Translating output from resource management tools (at 1000heads we use Workbook by Deltek) into resource planning actions
• Support account teams to deliver on agency servicing level goals by highlighting process inefficiency and working with the team to implement new processes
• Ensure timesheets are completed, and regularly review to ensure accuracy

Project 

• From the brief onward, you will support the wider team to define the project scope, estimating time and level of required resource, design and own project plans, creating and monitoring budgets, ensuring activities occur according to plan
• Ensure client is kept informed of progress of projects as required (via Project Lead) and that client expectations are set and met appropriately in all instances, where delays are unavoidable keeping the Client informed of the reasons behind these
• Work efficiently to help manage the trafficking of client services, insights, creative, production & digital deliverables through the agency to minimise cost, improve efficiency and avoid compromising either the Agency or Client financially
• On-going collaboration with the team to identify any ways of improving the project processes, examining existing structure against Client needs identifying areas for improvement within the process going forward
• Contribute to Debrief reports at the end of every project - identifying ways of improving similar projects in the future with the senior team
• Oversee project finance management by approving expenses, creating POs, managing freelancer tracking, creating, reviewing and ensuring alignment with client SOWs, conducting monthly reporting and project updates, and ensuring all team and requests are addressed.
• Keep all parties informed on work progress, anticipate changes and communicate these quickly assigning remedial action and accompanying deadlines as required
• Create mid-term and long-term project roadmaps where appropriate

Requirements

SKILLS & QUALIFICATIONS

• 5+ years experience in agency project operations, agency project management, agency finance agency operations.
• Proficiency in Workbook (project management tool) or equivalent e.g. Wrike, as well as spreadsheets such as Excel, Google Sheets
• Strong analytical and financial literacy skills, including understanding of budgets, POs, invoicing, and cost tracking.
• Highly organised with the ability to manage multiple priorities and deadlines.
• Excellent communication skills across teams and stakeholder levels.
• Comfortable working independently and proactively improving processes.