Project Manager

New York City, New York /
Project and Resource Management /
Who We Are
We are a fiercely independent ad agency that blends creativity and performance to build great brands. We call this approach Soul + Science. With offices in San Francisco, New York, Chicago and Seattle, we serve as collaborative business partners to some of the world’s best brands including Peloton, Ben & Jerry’s, Jose Cuervo, eos, Alaska Airlines, Charles Schwab and OkCupid, among others.

Being a Mekanista requires a rare combination of being a weird, fearless and wonderful person who enjoys birthday cakes, well behaved dogs, and shared sensibility of family, respect and not taking ourselves too seriously.

Mekanism has been named to Ad Age’s A-List and twice to their Best Places to Work list. Most recently, Mekanism was named Independent Agency of the Year by The Drum and a Top 10 Most Effective Independent Agency in the US by the Effie Index. We have been profiled by The New York Times, Fast Company and ABC’s Nightline. Our campaign methodologies are studied by Harvard Business School.

The Project Manager
The Project Management department at Mekanism is made up of highly communicative, organized, proactive and process-minded individuals.

We aim to be strong internal leaders that manage all phases of a project, from concept through delivery. 

A Mekanism Project Manager is a self-assured, collaborative, creative, inquisitive and detail-oriented problem-solver. This person must have a grasp on how creative development works, knowledge of integrated advertising tactics, and a desire to facilitate great work with efficiency. This role is for self-starters who can intuit what needs to get done, and then do it.
Key Areas of Responsibility:
Responsibilities include, but are not limited to:
Manage the sh*! out of projects: 
- Own PM system entry and maintenance, daily/weekly creative hotlists, and internal status documents and meetings
- Proactively identify potential efficiencies and/or issues (i.e. efficient use of creative time, bandwidth issues, scheduling conflicts, brief clarity, OOS deliverables, etc.)
- Help ensure current processes are followed or help identify opportunities where a different way of working may be more beneficial
-Own creation of project timelines - working with all departments to get alignment and signoff prior to project start - and keep them updated as project needs inevitably shift.
- Proactively manage creative development budgets/scopes
- Play a strong financial support role, tracking project hours, pulling creative burn reports and raising red flags as needed
- Create project folder and maintain up-to-date server organization and asset management during creative development, manage deck versions for creative rounds, handle file transfer during production initiation and archiving upon completion

Be the creative team’s rock: 
- Ensure creatives understand what they’re accountable for on a daily basis, that their workload is manageable, their output is correct and timely, and that they’re billing time accurately
- Secure and assign creative resources/allocations for all projects; coordinate freelancers as needed
- Schedule and attend all internal meetings related to creative development (briefings, creative reviews, full-team reviews); lead all creative and full-team reviews, making it clear what needs to be discussed and sending organized recaps/action items to necessary team members afterwards
- Send a weekly reminder with a list of all job numbers to creatives to ensure they get their time in weekly 
- Able to understand and champion each creative team’s unique needs and working styles, and partner with cross-functional departments to successfully complete projects

Partner with brand management: 
- Help with liaising between departments, ensuring info, feedback and documents get to the right people; act as quality control, ensuring all creative deliverables are on brief and correct before they get to brand management

Be the bridge for production: 
- Ensure production is brought into creative dev at the right time, create/manage holistic project schedules that allow for proper production time, schedule and lead production kickoff meetings, ensure creatives are able to meet production schedule requirements from a resource standpoint

Pitch in everywhere else: 
- Lend a hand with office management duties (ordering supplies/groceries, coordinating meals/hospitality for guests/clients, liaise with IT, etc.)

- 2-4 years of Project Management (or similar) experience in an advertising agency preferred
- Embody Mekanism values (loyal, weird, realistic, fearless, optimistic, storyteller)
- Be a team player, play nice with others, have no ego about pitching in wherever necessary, because we're all in this together, ya know?
- Exceptional organizational skills; able to juggle multiple projects under tight deadlines and deal with disparate or ambiguous information 
- Comfortable working autonomously while managing up to Head of Operations and PM team members across multiple offices