Project Manager for Creative Agency

5 months ago

Johannesburg, South Africa Creative Chinuch Full time

Are you an organized and proactive individual looking to contribute your administrative skills to a dynamic and creative environment? Join Creative Chinuch, a vibrant creative agency focused on Education. We're seeking an exceptional Project Manager to support our team and clients, ensuring seamless operations and excellent service.

**Responsibilities**:

- Efficiently provide administrative support to the team and clients.
- Assist in HR tasks, including hiring coordination and onboarding.
- Collaborate on project scoping, proposals, and contracts.
- Support marketing initiatives, content creation, and social media management.
- Maintain an organized office environment.
- Coordinate schedules and meetings for a smooth workflow.

**Requirements**:

- Strong organizational and time management skills.
- Excellent communication skills.
- Attention to detail and a solutions-driven mindset.
- Experience in admin and HR support is preferred.
- Knowledge of marketing concepts and social media is a plus.

Here's a detailed list of what you'll be doing:
**Tasks of New CC Admin Position**

**Marketing**
- **Managing Content Creation and Posting**:

- Select completed projects for marketing purposes
- Assign projects that are cleared for marketing to designer
- Write marketing blurb on post.
- Post to Behance, Adobe Portfolio and Adobe Express to go to other social Media Channels
- Prepare and adapt content for Stories and Posts for each channel: FB, IG, WA Status and LinkedIn
- WA status
- **Community Engagement**:

- Monitor and Respond to social media messages
- **Reviews**:

- Request reviews from satisfied clients for marketing purposes.

**Sales**
- **Sales Support**:

- Follow up on sales leads and inquiries.
- Check Upwork for jewish related jobs.
- Log Proposals to Upwork - Forward more complex proposals to Director for review and approval.
- Assist in opening up new sales channels.
- Scope & Quote
- Attend client meetings to gather requirements and take notes.
- Prepare proposals and quotes promptly after meetings.
- Communicate with clients regarding proposal clarifications and negotiations.

**Admin**
- **Billing (Using Xero)**:

- Prepare Quotes
- And Invoices
- **General**:

- Check in with Director or Accountant for questions.
- **Collections**:

- Contact clients regarding due payments and clarify questions about invoices.
- Clarify questions regarding the invoices.
- Assist with payments/ payment methods.
- Follow up on late payments.
- **Customer Service**:

- Handle customer inquiries,
- feedback, and
- complaints, ensuring a high level of customer satisfaction.
- Assist in onboarding new retainer clients, providing necessary logins for PM software.
- **Human Resources**:

- Onboarding new team members, providing necessary tools, information, and training.
- **Contracts**:

- Assist in writing up contracts correctly
- Assist in due diligence wherever it is necessary to follow the dismissal procedure by documenting Substance and Procedure.
- **Outsourcing Work**:

- Coordinate with team members wherever we need to outsource a job or part of a job.
- Find contractors for jobs: Source talent on online talent markets
- **Reporting**:

- Generate regular reports on marketing, sales, project progress, and financial metrics for management review.
- **Housekeeping**:

- Purchase equipment for the office.
- Handle returns.
- Organize and order office supplies:
Check that toilets & Kitchen are stocked & order new supplies if necessary.
- _E.g. Toilet Paper, Spray, Plunger, Bins, Coffee, Tea, Milk & Tissues_**Operations**:

- **Communication and Coordination**:
Act as a liaison between the team and clients, ensuring effective communication and timely updates on projects' progress.
- **Account Management**:

- Communicate timelines with clients
- Communicate limitations to clients and where they are up to with their contract/ job.
- Communicate updates on hours spent and other costing related information with the client
- Communicate updates and changes regarding project costs.
- Assist in project management tasks by preparing detailed briefs for clients.
- Prepare & collect elements for new projects.
- Brand files
- Dimensions
- Context
- Importance
- Timelines
- Important updates
- **Close up**:

- Push clients to close up jobs if they are dragging out.
- Close up jobs if there’s inactivity and move to collections.
- Job closed. Get a good review if you have a happy client.
- Communicate revisions in a way that will minimize excess back and forth.
- Help with scheduling and coordinating the team's workload, ensuring that projects are assigned appropriately and deadlines are met.
- **Quality Control**:

- Assist Director by conducting regular quality checks on work to be sent to clients to ensure they meet the company's standards before Director checks over to minimise the Director’s workload.
- **Organising**:

- File structure and handling
- Set up files and folders for new clients and new jobs.
- Ensur

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