Head of Project Management | Project Manager

As the Head of Project Management and Project Manager, you play a pivotal role in shaping the direction of our projects and operations. With a focus on empowerment and innovation, you lead by example, inspiring your team to excel and delivering exceptional results for our clients. From managing client relationships to optimizing workflows and processes, you are the linchpin that keeps our agency running smoothly and ensures that we continue to exceed expectations.

• Collaborate with clients to define project objectives, scope, and deliverables, ensuring alignment with their goals and expectations.
• Develop comprehensive project plans, timelines, and budgets, and communicate these effectively to all stakeholders.
• Lead project kick-off meetings and regular check-ins to keep clients informed and engaged throughout the project lifecycle.
• Serve as a point of contact for clients for specific projects, addressing their inquiries, concerns, and feedback promptly and professionally.
• Monitor project progress, identify potential risks or obstacles, and implement mitigation strategies to ensure on-time and on-budget delivery.
• Conduct post-project reviews (1 with client, 1 with the team) to gather feedback, assess outcomes, and identify opportunities for improvement or additional services.
• Coordinate with contractors in the Philippines, delegating tasks, and ensuring timely delivery of work.

• Streamline processes and workflows to optimize efficiency and productivity.
• Maintain project documentation, including project plans, status reports, and meeting minutes, to keep stakeholders informed and facilitate transparency.
• Coordinate with internal teams, including creative, marketing, and technical departments, to allocate resources, prioritize tasks, and ensure seamless project execution.
• Facilitate cross-functional collaboration and communication, fostering a culture of teamwork, innovation, and continuous improvement.
• Identify process inefficiencies or bottlenecks and implement solutions to optimize workflow and increase productivity.
• Provide leadership and mentorship to project team members, empowering them to excel in their roles and contribute to the agency's success.
• Manage ClickUp, ensuring all projects, clients, and tasks are accurately documented and updated regularly.
• Review timesheets of contractors in the Philippines, verifying hours worked and tasks completed, and providing feedback as needed.
• Develop Standard Operating Procedures (SOPs) for project management and agency operations, documenting best practices and guidelines.
• Train team members on SOPs, ensuring understanding and adherence to established processes and protocols.
• Implement SOPs across the agency, monitoring compliance and making adjustments as necessary to optimize effectiveness.
• Mentor and support Philippine contractors and any project managers hired in the future, providing guidance, training, and resources to ensure their success.

• Conduct weekly team meetings to discuss project updates, address challenges, and plan next steps.
• Review project timelines and budgets to ensure alignment with client expectations and agency resources.
• Update ClickUp with task assignments, deadlines, and progress updates for ongoing projects.
• Review contractor work and provide feedback to ensure quality and adherence to project requirements.
• Conduct performance evaluations and provide feedback to team members to foster professional growth and development.
• Evaluate agency processes and recommend improvements to enhance efficiency and effectiveness.
• Monitor project profitability and resource utilization to optimize project allocation and maximize agency revenue.
• Review timesheets of contractors in the Philippines, ensuring accuracy and completeness of records.
• Collaborate with project managers to oversee project execution, monitor progress, and address any challenges or issues that arise.
• Conduct regular check-ins and performance evaluations with contractors in the Philippines to provide feedback, identify areas for improvement, and promote professional growth.
• Conduct regular audits of project management processes and systems to identify opportunities for improvement and implement enhancements as needed.

• Project Progress: Track the progress of ongoing projects, including milestones achieved, tasks completed, and any delays or obstacles encountered.
• Client Satisfaction: Gather feedback from clients on project deliverables, communication, and overall satisfaction with our services.
• Resource Utilization: Monitor the utilization of agency resources, including team members and contractors, to ensure optimal allocation and efficiency.
• Budget Adherence: Review project budgets and expenditures to ensure adherence to client budgets and agency profitability targets.
• Task Completion Rate: Measure the rate of task completion for ongoing projects to assess productivity and identify any bottlenecks or inefficiencies.
• Team Engagement: Assess team engagement and morale through regular check-ins and feedback sessions to maintain a positive and productive work environment.

• Client Retention Rate: Calculate the percentage of clients retained month-over-month to gauge client satisfaction and loyalty.
• Project Profitability: Evaluate the profitability of completed projects by comparing actual revenue and expenses against initial estimates and budgets.
• Client Feedback Score: Aggregate client feedback scores to assess overall satisfaction with our services and identify areas for improvement. (if projects are completed within the month)
• Project Delivery Time: Analyze the average project delivery time to identify opportunities for streamlining processes and reducing project timelines.
• Quality Assurance: Conduct quality assurance checks on project deliverables to ensure consistency, accuracy, and adherence to client requirements.
• Contractor Performance: Evaluate the performance of contractors in the Philippines based on quality of work, timeliness, and adherence to project requirements.

MindShift Studios, located in Calgary and Ft. Lauderdale, is a cutting-edge digital marketing agency transforming how businesses, organizations, and influencers in sectors like freedom, politics, counter-narrative media and small businesses connect with audiences. We leverage creative thinking and advanced technology to deliver a broad range of services, including SEO, digital marketing strategy, AI integration, and CRM solutions.

We champion values of truth, abundance, freedom, and community, ensuring each project not only meets but exceeds our clients' expectations. We are seeking a dynamic Project Manager to lead our project teams and ensure efficient, high-quality delivery of our innovative marketing solutions.

Join us if you’re passionate about driving meaningful change and ready to contribute to impactful projects. At MindShift Studios, your expertise will play a crucial role in advancing our mission and achieving our clients’ goals.