Project Manager

Pivot Design is a strategic creative agency focused on healthcare brands. The Project Manager plans and manages project deliverables, coordinating clients and internal teams to deliver work on time, within budget, and within scope.

Responsibilities:

• Collaborate with clients, account managers, and creative teams to define project goals, objectives, and deliverables. Create project plans, timelines, and budgets that align with client requirements and agency capabilities
• Manage assigned project budgets, track hours and expenses, and flag potential overruns. Identify opportunities to optimize project profitability. Partner with the account team and Director, Project Management, to address scope changes and secure required approvals
• Oversee the day-to-day execution of projects, ensuring that they stay on track, meet deadlines, and adhere to quality standards. This involves assigning tasks, establishing priorities, routing files for review, and coordinating with different teams and stakeholders to ensure smooth workflow and efficient collaboration
• Contribute to monthly revenue projections and associated resource allocations on assigned accounts. Work with the Senior Resourcing Manager to mitigate resource constraints and conflicts as they arise
• Identify and proactively monitor potential risks to budget, timing, and quality and develop mitigation strategies to minimize their impact on project outcomes. Work with teams to implement contingency plans when necessary
• Act as a point of contact for clients, ensuring clear and effective communication. Provide regular project status updates and manage client expectations throughout the project life cycle
• In collaboration with the account team, complete monthly financial reporting, such as estimating invoicing amounts for clients and determining our earned revenue via task completion
• Ensure that deliverables meet Pivot quality standards. Route projects through editorial services for review and work with creative and design to resolve all issues
• Maintain comprehensive project documentation, including project plans, final files, status documents and meeting minutes. Keep accurate records of project milestones, decisions, and changes to ensure transparency and accountability
• Follow established project management processes and contribute suggestions for improving workflow, documentation, and team coordination
• Seek opportunities for professional growth and contribute to the overall development of the agency's project management capabilities

Requirements:

• 2+ years of project management experience required
• Experience with project management and routing software and timeline creation
• Detail-oriented and extremely organized
• Ability to work and collaborate with counterparts (creatives, developers, strategists) to ensure the team has what is needed in order to deliver accurate and quality work to our clients
• Strong problem-solving skills
• Experience working on integrated campaigns and many different project types: print/direct mail, websites, email campaigns, media asset development, video/photoshoot production, brand launches, etc
• Understands the basics of managing project financials, timelines, and resources so all projects are delivered on time and within budget
• Supports project profitability through accurate tracking, efficient coordination, and timely identification of scope changes or budget concerns
• Uses sound judgment to resolve routine project issues and recognizes when to seek guidance or escalate
• Manages and tracks time accurately and on time each week
• Pharma or healthcare agency experience preferred, including familiarity with MLR review workflows and approval systems (e.g., Veeva PromoMats)