project management job descriptions
JOB TITLE: Project Manager
Job purpose
to manage all active crating and packing projects at boxart and coordinate the schedule, logistics, and client and shipper communication for every project. The project manager is responsible for a wide array of administrative tasks and record keeping.
Duties and responsibilities
Field or direct client and internal inquiries to appropriate parties
Consult with clients regarding packing and transport solutions. Remain current on Boxart's products and services, and industry specific materials and practices
Manage a set of active projects, adhering to the posted Project Management Best Practices
Prepare estimates, submit for approval and send to clients. Follow up with clients in the days after sending larger estimates
Set, communicate and oversee project timelines with clients and internal departments. Obtain written approval from client regarding project scope and budget prior to proceeding. Send updated estimates to client immediately for approval when project scope changes: price, specs, configuration. Heavy volume of communication.
Proactively schedule all project appointments/events, i.e measuring, packing, transport through scheduling group/appropriate internal parties. Coordinate with all project stakeholders: lenders/borrowers/shippers/internal parties. Send formal confirmations to all associated parties
Project Administration - Maintain accurate project records and due dates in FileMaker database and in digital project folders. Input and update checklists. Detail services, Prepare and distribute all related work orders, packing lists, packing/transport confirmations. Add all appointments to the appropriate shared calendars. Distribute paperwork to all project stakeholders.
Issue CDRs and see that cut sheets are released on schedule. Follow up with clients as needed to obtain approval of design and specs prior to construction
Orchestrate on-site packing and transport activity. Reserve transport and packing crew, providing written instructions and any materials needed on appropriate paperwork in advance of appointment Act as primary point of contact, or assign a proxy in advance, for crew and client before, during and after appointment. Follow up with crew post-appointment. Gauge any changes and respond accordingly
Monitor project progress and handle any issues that arise. Perform regular client check-ins for projects with longer durations to determine any new details
Report and escalate any challenges or concerns immediately to Supervisor
Prepare invoices and billing reports, submit for approval
Document and report to the Director of Project Management any necessary rebuilds or on-site adjustments outside of the scope of the original project
Measure project performance using appropriate tools and techniques. For larger projects, follow up with clients post-mortem for constructive feedback. Document findings
Participate in internal post-mortem meetings, prepare any supporting reports/documentation as requested
Participate in training new Project Coordinators/Administrators as needed
Account Management: Maintain client relationships in between projects
Embody core company values in all actions
Perform all above duties in compliance with Boxart Project Management Practices
Qualifications
Bachelor’s Degree in an art related field or equivalent experience
3 years of Project Management experience, or equivalent
Proficiency in industry standard databases
Proficiency in all Microsoft Office suite products, Google products, etc.
A patient, calm, professional demeanor
Ability to work with diverse and possibly eccentric personality types in a team environment
Direct reports: None
Job title: Project Coordinator
Job Purpose
the Project Coordinator assists the Project Management team with active project record keeping, data entry, project research, and estimates. the project coordinator is responsible for Responsible for a range of administrative assignments
Responsibilities and duties
Liaise between clients and various teams internally to organize and schedule project deliverables and relay any issues with timelines or budgets to the Project Manager.
Provide high-level project/administrative support to the Project Manager(s) with multiple projects simultaneously, through planning, execution and closure phases
Assist with scheduling, estimating, invoicing preparation
Communicate heavily with clients and vendors to obtain and convey project details
Monitor project progress and flag to Project Manager any issues that arise
Organize and maintain digital project files
Requirements
Bachelor's Degree
4+ years in an office environment, Executive-level Administrative Assistance or Fine Arts logistics setting
Fluency with Microsoft Office Suite on Mac OS and Google Docs, Sheets and Calendar required. Experience with Filemaker Pro a plus
ability to learn on the job
A knack for details and meticulous record-keeping
Ability to follow directions with precision, work independently and as part of a team
Strong client-facing and teamwork skills
Interest in arts exhibitions, auctions and collections preferred, but not required
DIRECT reports: None
JOB TITLE: Director of Project Management
JOb purpose
To Provide oversight and training to Project Managers performing day to day operations and Establish and maintain standards within the Project Management Department. The Director of Project Management Acts as a liaison between Project Management and all other departments to address overarching cross-departmental processes
Duties and responsibilities
In addition to daily project management tasks, performs directorial duties, including:
Act as a resource for Project Managers when challenges or questions arise regarding the protocols for running projects
Provide resources for training, as needed, for Project Managers, Pricing Coordinator/Database Coordinator, and Project Estimator
Balance scheduling conflicts between projects
Redistribute projects amongst project management team based on workload, as needed
Delegate and prioritize tasks for Deputy Director of Project Management
Consult with Deputy Director of Project Management to delegate and prioritize tasks for Project Estimator/Pricing Coordinator/Database Coordinator
Coordinate with design department to schedule and prioritize workload
Review estimates, or delegate review authority to appropriate personnel
Gather information from all relevant departmental parties in order to schedule and perform post mortems
Distribute relevant procedural changes to project management team, as determined by post mortems, Directors, or interdepartmental meetings.
Actively work to improve and cultivate standards for customer and client interaction
Work to improve and proactively generate sales and new business contacts
Qualifications
Bachelor’s Degree in an art related field or equivalent experience
3 years of Project Management experience, or equivalent, at Boxart
Proficiency in Boxart’s database
Proficiency in all Microsoft Office suite products, Google products, etc.
A patient, calm, professional demeanor
Ability to work with diverse and possibly eccentric personality types in a team environment
Working conditions
Office environment, with occasional trips to client facilities