Project Manager

POSITION DESCRIPTION

Position:                      Project Manager

Department:               Sales & Project Management

Reports to:                  VP of Sales – Kyle B Edmonds

Job Classification:       Full-time

PURPOSE OF THE POSITION

The position of Project Manager is responsible for directing and managing the signage project from conception to completion while ensuring a profitable gross margin.  The position is responsible for working with both internal and external customers to ensure that the customer (client) receives appropriate support on a timely basis and within agreed upon budget.  The Project Manager acts as a liaison between customers and the production department. Receives customer inquiries on prospective, current and past orders. Maintains a daily update of the production schedule and keeps the customer informed about the status of the order.  Enters and processes orders and has regular email and telephone interaction with customers.  Processes incoming and outgoing orders, coordinates subcontractor activities.

KEY DELIVERABLES

The key deliverable is to assume responsibility for Projects and managing the trades and resources involved, internal and external while managing the gross margin. This includes City interaction, vendor selection, customer relations, sales team, art department, estimating, production and installation involvement.

ESSENTIAL FUNCTIONS

1. Provide administrative and project support:
   1. Work with account representative (Sales) to determine customer needs and expectations
   2. Create or provide customer friendly project packets and sales literature
   3. Input information into KeyedIn software database on a daily basis
   4. Resolve any problems that may occur with the projects
   5. Identify inadequate performance and providing guidance to ensure the project stays on track
   6. Evaluate and rate the subcontractor on the project
   7. Implement action plans for issue resolution
   8. Monitor workflow and procedures of the team members
   9. Review signed proposal/contract from customer
   10. Prepare project documentation for all projects and distribution
   11. Visit customers and job sites as necessary
   12. Issue purchase orders based on the Scope of Work form, receive job costs, gather bills of lading and other related documents
   13. Schedule delivery of all items required for project completion
   14. Update dates in the system, spreadsheets and print reports
   15. Enter information for complete invoicing, perform billing and invoicing processes; receive invoices and process for payment
   16. Communicate with vendors, subcontractors and customers
   17. Ensure completion documents are compiled including sub invoices, photos, etc.
   18. Initiate and coordinate survey request for site
   19. Help answer phone calls on the main phone line

1. Prepare project set-up and required follow-through
   1. Enter and maintain the project in system/ KeyedIn database
   2. Ensure that codes are checked and determine survey requirements
   3. Secure permits ensuring the artwork/ design of the project is within the defined codes
   4. Request site specific drawings from the Art Department and submit to customer for approval
   5. Request estimate from Estimating Department and submit to customer for approval
   6. Create customer friendly proposals and submit to customer for approval
   7. Receive signed proposal/contract from customer and enter as required (account specific)
   8. Negotiate installation price with subcontractor to ensure profitability on the project
   9. Enter/ create Sales Orders and Work Orders in KeyedIn database
   10. Submit finalized and approved sign package into Production Department for manufacturing
   11. Establish installation dates with subcontractor and customer
   12. Create purchase orders as required for project development
   13. Secure completion project documentation
   14. Close out projects for costing using MSC processes and procedures

1. Provide support to internal and external customers
   1. Maintain professional and effective communications with each department
   2. Assist Sales & Installation Manager with installation follow-up
   3. Take meeting notes as required
   4. Communicate daily to verify the needs of a job. Verifying reach, wall surface, access, obstacles or any unknowns that may hinder the install
   5. Use Company approved tracking methods to keep the organization up to date on the status of all assigned projects.  Follow up downstream and upstream of the project and hold others accountable for their responsibilities
   6. Ensure latest art drawings are per customer’s specifications; all necessary paperwork is completed, authorized by the customer
   7. Monitor job through the fabrication and installation processes and address customer changes as needed
   8. Ensure contract requirements for safety and scheduling are met
   9. Possess working knowledge of project plans, specifications, and contract with Owner, subcontracts, purchase orders, shop drawings, submittals, corporate brand standards and all other project related documents

1. Reporting
   1. Prepare and submit reports to management as requested
   2. Assist with any unresolved billing issues
   3. Develop spreadsheets and review reports
   4. Approve incoming invoices from vendors and subcontractors and submit for payment
   5. Review proforma for accuracy and submit invoice to customer
   6. Assist accounting on any unresolved AR issues
   7. Prepare and interpret projected billing reports (job costing) regularly
   8. Analyze the account to ensure all issues are resolved
       
2. Perform other duties as assigned

REQUIREMENTS

• High School Diploma or GED equivalent
• Computer proficiency including Microsoft office and database software
• Professional demeanor at all times
• Effective interpersonal, oral and written communication skills
• Ability to work effectively in a fast-paced high-volume environment
• Organized, detail and results oriented
• Strong analytical and problem-solving skills with the ability to exercise sound judgment and make good decisions based on the best interests of the company
• Ability to multi-task and handle numerous projects simultaneously

PREFERRED EDUCATION/SKILLS/KNOWLEDGE/ABILITIES

• Bachelors or Associates degree or the equivalent of training, education and experience
• Sign industry experience
• Ability to understand margins and gross profits

PHYSICAL REQUIREMENTS (for essential functions)

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is often required to perform the following activities:

• Reaching.  Extending hands and arms in any direction.
• Sitting.  Ability to sit at a desk unit.
• Talking.  Expressing or exchanging ideas by means of spoken word.
• Hearing.  Perceiving the nature of sounds at normal speaking levels with or without correction.  Ability to receive detailed information through oral communication and make discriminations in sound.
• Standing and walking.  Moving about on foot to accomplish tasks within the office.
• Travel. Travel by automobile, airplane or train.