Project Manager

Department: PMO

Salary Range: $85K – $115K

Job Summary

The Project Manager is responsible for leading moderately complex projects, which often involve delivering a range of services directly to clients. Operating as a primary point of contact, the Project Manager ensures that project resources are allocated effectively, tasks are executed according to plan, and objectives are achieved within agreed scope, budget, and timelines. This role involves managing projects across multiple service areas within the organization, requiring strong coordination and collaboration among different teams. The Project Manager maintains accountability for meeting client expectations, following established processes, and driving projects to successful completion.

Key Responsibilities

1. Project Planning and Setup

• Understand and Define Project Scope : Work with stakeholders to define the project scope, objectives, and deliverables, ensuring alignment with business goals and available resources.
• Develop Work Breakdown Structure (WBS) : Break down the project into manageable tasks and deliverables, focusing on established methodologies and straightforward execution.
• Create Project Plans : Develop project schedules with milestones, timelines, and dependencies, integrating all components for smooth execution.
• Create Resource Allocation Plan : Plan resources based on available personnel and tools, balancing workloads across the team and negotiating resource availability where needed.
• Risk Management Plan : Identify common project risks and outline basic mitigation strategies, updating the risk register as needed throughout the project lifecycle.
• Create Change Management Plan : Develop a simple change control process to manage and track scope changes, ensuring timely adjustments when necessary.

2. Client Coordination and Communication

• Primary Client Contact : Act as the main point of contact with clients, ensuring their needs and requirements are understood and aligned with the project goals.
• Manage Client Expectations : Communicate regularly with clients to manage and adjust expectations, providing prompt resolutions to client concerns.
• Regular Updates : Provide regular status updates to clients, sharing key project milestones, issues, and progress on deliverables.

3. Team Leadership and Resource Management

• Team Coordination : Assign tasks to team members and monitor their progress to ensure alignment with project milestones and timelines.
• Resource Scheduling : Assist with resource scheduling, ensuring tasks are distributed efficiently without overloading team members.
• Capacity Planning : Conduct basic capacity assessments to ensure resources are efficiently utilized and adjust as necessary.
• Escalate Resource Issues : Identify resource bottlenecks and escalate issues to senior management as needed to ensure project progression.

4. Risk Management

• Risk Identification : Identify potential risks that could affect project timelines or deliverables and document them in the risk register.
• Risk Mitigation : Develop straightforward risk mitigation strategies and monitor risks, updating the risk register regularly.
• Monitor Risks : Ensure ongoing risk monitoring and take appropriate steps to mitigate minor risks that could impact the project.

5. Quality Assurance

• Maintain Quality Standards : Ensure project deliverables meet agreed-upon quality standards, conducting simple reviews and quality checks as needed.
• Review and Feedback : Provide feedback to team members to ensure that quality standards are maintained throughout the project.

6. Meeting Management

• Develop Meeting Agendas : Prepare focused agendas for regular team meetings, ensuring all relevant topics are addressed.
• Lead Meetings : Facilitate meetings with clear objectives, ensuring productive discussions and decisions.

7. Reporting and Documentation

• Prepare Progress Reports : Develop concise project progress reports for stakeholders, highlighting milestones and any issues.
• Manage Documentation : Oversee project documentation to ensure accuracy and completeness.

8. Technology and Tools Management

• Tools Implementation : Ensure proper use of project management tools and software to enhance project execution and team collaboration.
• Evaluate Tools Usage : Monitor the effectiveness of tools being used and recommend improvements where necessary.

9. Stakeholder Management

• Identify Stakeholders : Conduct basic stakeholder analysis to document key individuals or groups involved in or affected by the project.
• Manage Stakeholder Expectations : Maintain regular communication with stakeholders, addressing their concerns and ensuring alignment with project goals.

10. Compliance and Confidentiality

• Adhere to Regulations : Ensure compliance with relevant regulations and standards throughout the project lifecycle.
• Safeguard Confidentiality : Maintain confidentiality protocols, ensuring project information is handled appropriately.

11. Conflict Resolution

• Handle Conflicts : Facilitate resolution of minor conflicts between team members or stakeholders to ensure the project stays on track.