The Associate Project Manager is responsible for overseeing the delivery of projects on time, on budget, and within scope. As the primary point of communication, the Associate Project Manager is pivotal in ensuring alignment between our clients and internal project team. A successful candidate will have excellent communication and relationship building skills. Associate Project Managers must convey an attitude of partnership with our clients, owning problems and caring about the outcome.

Job requirements and responsibilities

Scope, schedule, and budget management

• Collaborate with clients and team members to understand software requirements to create and manage scope expectations with the client. Clearly define and communicate in scope and out of scope.
• Oversee and personally review project deliverables before sending to the client to ensure it meets your expectations.
• Collaborate with the Quality Manager to ensure testing plans adequately cover the scope of the project, clearly define in scope and out of scope testing, known risks, and acceptance criteria.
• Manage scope creep with the client and ensure it is handled appropriately (i.e., deferred, change request, swap out, use contingency bucket). Communicate scope creep impacts to the client in a timely manner.
• Get client approvals in writing or email. Document and save critical client communications for future reference (i.e., due date warnings).
• Work with team members to provide estimates to the client. Estimates can be high-level scoping (t-shirt sizes), or detailed based on defined requirements.
• Work with the Account Manager to create work order or change request contracts that clearly specify the scope, constraints, assumptions, schedule, cost, and governance to best protect SalesPage. Ensure SalesPage is delivering to what is stated in the contract.
• Create schedules (or release plans) with input on estimates from project team and available resources. Ensure schedules have appropriate contingency padding and meet the needs of the client while providing your team with adequate time to write requirements, develop the code, and test the finished deliverable.
• Hold clients accountable for their deliverables and deadlines. Communicate and gain agreement with clients in advance of finalizing the schedule. Provide ample warnings of impending due dates and schedule impacts.
• Hold team members accountable for their deliverables and deadlines. Provide ample warnings of impending due dates and escalate to management when issues arise. Check in on a regular basis. Clearly communicate task priorities to team members and track progress on a daily basis.
• Create whatever materials are needed and best suited to best track the project to completion (spreadsheets, Microsoft project plan, status reports, approvals, roadmaps, etc.).
• Proactively manage client expectations and ensure that SalesPage is meeting commitments (or reset the expectation). Identify any potential misunderstandings and clear them up quickly.
• Proactive follow up on open issues and/or project dependencies. Track them and ensure timely closure.

Project administration

• Provide any administrative support needed to support the client. This includes a variety of tasks such as creating meeting invites, booking rooms, ordering lunch, Teams setup, booking travel, keeping client folders organized, and updating Client Center. When available, use project coordinator to assist you in these tasks.
• Setup and maintain project jobs in time tracking system. Communicate job time tracking requirements to project teams and review time logged for accuracy on a monthly basis. Ensure any necessary time log errors are fixed and communicated. Accurately track your own time spent and log it against the assigned project.
• Create budget reports such as a monthly T&M log, project burn, forecast, and others as needed. Lead monthly billing process by generating reports and deciding charges and write-offs for your clients.
• Create, organize, prioritize, and assign JIRA tickets for project work (new tasks, support issues, etc.). Check daily to manage tickets and ensure work is progressing on schedule.
• Update resource plan on weekly basis.

Project meetings

• Run effective meetings with clients and internal team members. Meetings must be prepared for thoughtfully and designed to best meet the objective (conference calls, Teams meetings, standups, on-site, etc.).
• Create the agenda and communicate it to all meeting invitees in advance in the meeting invite. Clearly state expectations for the meeting (i.e., Should the attendees come prepared by reviewing a document?).
• Ensure that the right people attend for a successful meeting (or cancel it). Ensure logistics are arranged and included in the invite (meeting room, Teams meetings, conference call number, etc.).
• Assign items to appropriate team members and oversee that all meeting materials meet quality standards and are prepared and ready to go. Oversee and ensure meeting materials are prepared for display (Teams/or projector) or provide printouts. When appropriate, send materials in advance for a successful meeting.
• Arrive to the meeting room in advance to provide any needed setup (i.e., dial in, projector, screen sharing, etc.).
• Kick off the meeting with introductions and a restatement of the goals and lead into the first agenda topic. During the meeting, take notes, document decisions and open items, keep the meeting agenda on track. At the conclusion of the meeting, send an email follow-up with the action items (with due dates) and decisions made during the meeting.

General requirements

• Serve as the primary point of communication for your accounts. This includes effectively communicating with a wide variety of internal and external stakeholders (clients, management, analysts, developers, testers, etc.).
• Represent SalesPage to our clients, third-party vendors, and partners. Engage directly with clients on a daily basis and use various means of communication to be effective (i.e. conference calls, , preparing and presenting PowerPoint presentations, emails, etc.).
• Tailor the communication approach (method, vehicle, and tone) so it is appropriate for your audience. Follow the SalesPage communication policy and ensure responsiveness.
• Build strong client relationships with key personnel and work with the Account Manager to stay on top of any upsell opportunities, problems or issues, or strategic account items.
• Encourage and facilitate team interaction. Find opportunities to boost motivation and/or thank team members for outstanding contributions by a variety of pre-approved means (lunches, small gifts, cards, etc.).
• Challenge your team members to consider all options when driving towards a solution. Provide your ideas on creative ways of tackling a problem and / or finding an acceptable workaround.
• Use good judgement to make project decisions to keep the project on track, meet client expectations, and protect SalesPage. Take ownership of decisions you make and work to ensure you are aligned with management’s basic principles.
• Proactively manage project risk. Communicate and report issues to senior management as needed.
• Maintain professional and technical knowledge of best practices by using methods such as: attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking for state-of-the-art practices; participating in professional societies.
• When needed and appropriate, document software business requirements and/or create wireframes.
• Occasionally be available during off hours when needed to support your clients (deployments, emergencies).
• Contribute to the ongoing development of best practices and procedures through lessons learned.
• Some travel is required, approximately four times per year. Travel is planned in advance.

Job qualifications

• A demonstrated value of on-going education and learning.
• At least five (5) years of post-collegiate experience in project management.
• Excellent written and verbal communication, facilitation, influencing, presentation, and relationship skills.
• Strong attention to detail, critical thinking skills, and troubleshooting skills.
• Highly organized, with ability to prioritize work when working on multiple projects with tight deadlines.
• Basic understanding of source control, client/server applications, and relational database systems (SQL).
• Basic understanding of software testing techniques, SDLC and agile methodologies, and tools.
• Ability to work independently, with little direct supervision. Must be a self-starter.
• Able to handle multiple projects at the same time and prioritize work to meet established deadlines.
• Excellent understanding of the SalesPage product suite and of the asset management industry

Missing some qualifications? At SalesPage we are most interested in getting the right person who will be a great teammate, bring diverse skill sets and experiences, and is motivated by the pursuit of excellence. So, if you are excited about this role but your experience doesn’t align perfectly with every requirement in the job description, we still encourage you to apply.