Job Description

Job Description

Job Description

POSITION: Project Manager

POSITION TYPE: Management Role, part-time, 25–30 hours a week, CONTRACT

OVERVIEW

KTC is a full-service MARKETING AGENCY dedicated to changing how the world sees, supports, and engages with social impact brands. We not only share in our clients' purpose—we rely on creativity, technology, and smart partnerships to fulfill the visions of the brands we service. We walk with our brands every step of the way, from brand/campaign development and creative execution to a brand/campaign launch, including all aspects of production and data reporting. 

KTC is a socially forward boutique agency of seasoned creatives and executives currently looking to fulfill our Project Manager role. In order to fulfill this role, KTC requires a candidate with BOTH agency and entrepreneurial experience – someone who has run their own business or agency and understands how to be preventative, malleable and most importantly, how to hustle. 

The Project Manager is responsible for planning, monitoring, and closing all projects. They must prepare the team with financial and resource context, develop timelines, coordinate collaborative efforts throughout the project's execution, and close projects using agency provided frameworks. The Project Manager will lead regular assessments on account handling processes and work plan alignment, spearheading communication and resolutions with internal and external stakeholders and executing teams. The Project Manager is also responsible for resource management, workforce planning, and weekly timesheet approvals. This role, explained in more detail below, is a core management function that keeps all teams prepared and in sync. From agency leadership to the lowest function, the project manager ensures all team members are playing their part with the highest level of accuracy.

RESPONSIBILITIES & EXPECTATIONS

Project & Campaign Management

• Manage multiple mid-to-large-scale projects across campaigns, events, branding initiatives, and client activations, ensuring timely deliverables.

• Oversee the full project lifecycle from initiation to completion, including site visits, vendor management, and event execution.

• Monitor project performance metrics and proactively mitigate risks, roadblocks, or scope changes.

• Contract vendors and project partners, ensuring compliance with project guardrails and agency legal requirements.

• Stay up-to-date on industry trends, proposing solutions and process enhancements that improve project outcomes and agency efficiency.
  

Budgeting, Reporting & Compliance

• Develop and maintain project schedules, milestones, and budgets, ensuring resources are allocated effectively across concurrent projects.

• Prepare detailed project budgets and reconcile them at project close, ensuring all receipts are uploaded into the expense management system and Google Drive.

• Conduct burndown reports to track time usage against projected client-facing hours and monthly invoice breakouts.

• Approve or reject timesheets based on accurate project hour allocations, deliverable output, and scope alignment.

• Lead weekly timesheet reviews and ensure timely approvals across all teams.

• Maintain high standards of documentation and reporting, including regular client updates on status, budget, and outcomes.
  

Meetings, Processes & Tools

• Implement a per-phase or per-deliverable meeting structure that:

  • Shifts meeting leads to reflect project needs.

  • Removes unnecessary attendees.

  • Reinforces collaboration standards.

  • Ensures clear flow of tasks and task context from meetings to each project member.

• Utilize agency project management software to translate project scopes into actionable tasks, workflows, and timelines.

• Establish best practices for project management software use, including automation and real-time collaboration features.

• Create, maintain, and share all internal trackers, staffing plans, project resources, and timelines.

• Set and lead internal review meetings relative to project timelines, tracking status updates, and applying work plan adjustments as needed.

• Create, maintain, and distribute fillable forms, templates, and decks needed for project execution and reporting.

• Support Google Drive organization, ensuring all project materials are properly maintained and accessible.

Team & Client Leadership

• Coordinate with cross-functional teams—including creative, strategy, research, media, and client services—to align project goals, timelines, and outcomes.

• Spearhead internal personnel assessments on account handling processes and work plan alignment.

• Foster strong relationships with clients and external stakeholders, acting as a trusted advisor to ensure project success and satisfaction.

• Provide quality control for outgoing decks, proposals, emails, and client-facing documentation.

• Maintain succinct communication with agency leadership and execution teams, checking in weekly and as needed.

• Manage multiple projects and time effectively to meet deadlines, while modeling the agency’s values of creativity, agility, and accountability.

Core Traits & Temperament

• Be entrepreneurial minded – through and through!

• Be a confident leader and calculated risk taker. 

• Be an independent thinker, worker and leader who can collaborate with all personality types.

• Be a positive representative of the company and its brand in the marketplace

• Be open to coaching by leaders

• Exhibit exceptional attention to detail

• Have a positive attitude that thrives in a team environment

• Embrace our organization’s core values: collaboration, community, integrity, passion, perseverance, and kindness

QUALIFICATIONS:

• Bachelor's degree in marketing, business administration, project management, or equivalent field

• PMP, CSM, PPM, OR MPM project management certification preferred

• 5+ years of experience in project management at a marketing or advertising agency 

• 5+ years leading creative and production teams

• Must be proficient in Asana, Zoom, Microsoft 365 products including Powerpoint, Google Workspace
  

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