Project/Office Manager

About Artful Dog

Artful Dog is a creative communications agency based in Oval, south London, that produces content for clients across a variety of sectors, from healthcare and charity to mining and communication. We produce print, digital and film content aimed at internal (employees) and external (customers, members, patients) audiences.

The role

Responsible to: Head of Project Management

Hours of work: 30 hours per week (salary listed is pro rata)

Primary job function:

• To support the Head of Project Management in non-creative elements of our projects, ultimately supporting the entire agency to make sure projects are delivered to schedule, budget and the client’s satisfaction.

Secondary job function:

• To provide day-to-day office and administrative support to the Artful Dog team, primarily the Directors, and the Head of Project Management.

Duties and responsibilities

Supporting the Head of Project Management and creative teams in the efficient management of multiple projects at any one time. This will involve:

• Liaising with clients regarding project needs (brief, scheduling, budget, etc), to share information or assets (e.g. creative files); to check receipt of goods; ongoing liaison to check for updates or amendments, and relaying this information to the creative team; taking and reviewing feedback from clients and ensuring it is actioned. For some clients, you may be the main point of contact.

• Liaising with the Head of Project Management and creative team members to understand and clarify project goals and strategy; and to schedule and allocate work.

• Working with the Head of Project Management to create thorough briefs, including task list, asset list, schedules.

• Liaise with Artful Dog team members throughout the project process to seek progress updates/changes and ensure all deliverables are on track.

• Manage and update online project management tools and other resources or software relating to workflow and project management, and encourage the use of such tools among the team.

• Developing an understanding of clients’ brands, organisational set-up and preferences, to ensure we are responding and delivering assets in alignment with brand and working preferences.

• Working with the Head of Project Management and creative leads to ensure all deliverables meet quality and spec requirements, and to track progress to ensure work is completed on time and within budget.

• Ad hoc design or editorial admin support, e.g. searching for music and images on stock library sites, making/checking editorial corrections, editorial/design research, transcribing.

• Downloading content for a project; uploading content for a client.

• Contacting suppliers (printers, photographers, freelancers) with requests, e.g. availability, quotes.

• Inputting to internal project, review, account and brainstorm meetings, suggesting process improvements and creative ideas.

• Other administrative, finance-based and PM tasks.

• Research of training courses for team members.

• Maintaining our supplier directory.

To carry out general administrative tasks and routine office maintenance duties that are important for supporting the overall functionality, organisation, upkeep and pleasant working environment for a small team. This will include:

• Ordering supplies

• Postal errands

• Office upkeep

• Liaising with the building manager

• Support in organising team events/activities

• Managing internal documents and programmes, e.g. business continuity plans, supplier directory, staff handbook, company policies.

• Managing simple HR tasks, e.g. holidays and sick days list; appraisal process.

• Supporting other members of the team, where capacity allows, with administrative tasks.

Skills and experience requirements

Essential:

• At least two years’ experience in a project management role, similar to that outlined above, particularly in terms of client liaison, recording briefs and ensuring the quality and output of a deliverable matches the client’s requirements. Experience need not be in a creative agency, but understanding of corporate editorial/design/film projects would be an advantage.

• Excellent communication skills, written and verbal.

• Organised and calm under pressure – able to manage time and keep up to speed with incoming emails, schedules, tasks and contacts. You will be working on multiple projects at a time.

• Enthusiastic, friendly, professional, confident and supportive; ability to work well with clients, including senior clients, and across our agency team

• Ability to support the organisation of meetings, events and projects.

• Proficient at standard office software packages. Candidate may need to use some Adobe packages for tasks, but training can be given.

• Proactive and positive – able to take the initiative, make suggestions and find solutions; and to carry out regular tasks without being asked

Desirable:

• Awareness of the needs of editorial and design teams, and an interest in creative fields and developing communication practices.