Agency Project Manager

We run a successful boutique sales operations agency. In our efforts to scale up the business, we are seeking a part-time project manager (who can eventually move into a full-time role) to help us organize, better manage our work, and stay on top of budgets/costs.

Problems we’re trying to solve with this role & how we see this person helping:

#1 We don’t fully understand how we’re already working with customers (Hours per customer, type of work performed)
-> Track hours and type of work performed for each customer

#2 We’re changing scope constantly and sometimes poorly prioritize our work within a given customer account
-> Create and manage a project plan for each customer and work with us to prioritize efforts (& reprioritize), keeping the project plan up to date as things shift.

#3 We don’t do a good job of managing time spent against contract scope (a $7k/mo. customer could get more of our time than a $15k/mo. customer)
-> Report to us on $/hour value on a weekly basis per customer

#4 We keep too much in our head about what’s to be done and what has been done
-> Keep track of all work to be done & its completion in Asana & client project communication doc/file

#5 We don’t always communicate project progress consistently to customers or across the team, and almost never in a formatted or consistent way
-> Define our methods of client communication re: work to be done, work completed, and shifted priorities (e.g. if they ask for a new thing, get clear on where it falls and what gets pushed).

#6 We have too many client inputs (their slack channels, our email, etc.)
-> Help us define and manage communication channels & SLAs with customers to maintain consistency & responsiveness without mental burnout

#7 We do lots of things multiple times but it feels like no activity is repeated and nothing is repeatable
-> Tag the work being done by category & report on it regularly.
-> Identify opportunities to create templates, training materials, and eventually courses.
-> Create and manage our internal “NFS as Client” project plan

#8 We don’t do a good job of managing our internal assets (docs, templates, files, links, etc.)
-> Design with us a mechanism for managing assets & keep it up to date

#9 We don’t have any QA mechanisms or review process for work completed
-> Daily recap (at the outset) of all work completed
-> Develop and manage a mechanism for reviewing client work completed & client relationships generally to identify room for improvement (and repeatability / templatization)

#10 We waste time managing the minutiae of client billing
-> Send invoices according to client processes, follow up on accounts receivable

Initial Monthly Budget: $2k

We understand that doing all of the above could constitute a full time role. We hope that the ideal candidate would be interested in full time employment with us over time.

To get started…
—-> Tell us which of the listed activities would have the biggest impact for our business and you believe can truly be performed to the highest standards for a boutique agency like ours for the proposed budget.
—-> Give us a detailed description of how you have performed work like this in the past.
—-> Give us at least 1 insight, idea, or proposed change to what we described here based on your experience.
For example, you might explain how you helped improve client communications with a particular methodology or tool, or you might tell us why a project manager should not be responsible for following up on account receivable.

We cannot stress enough that this role requires a high degree of attention to detail, business acumen, and project management experience.

Please do not apply if you have not performed similarly intricate, complex work before in support of an agency or similar business. We are looking for a very specific candidate, not someone who can only fulfill some of our needs.