Job Overview

Our client is looking for a detail-oriented and proactive Project Manager to oversee project coordination across multiple active client projects. This is an operations-focused role, ideal for someone with experience supporting creative, branding, or design teams. The successful candidate will be responsible for ensuring every project remains on schedule, all tasks are properly assigned, deadlines are monitored, and client communications are handled professionally. You will work closely with the founder and internal design team to maintain workflow efficiency and ensure all deliverables progress through each stage on time.

Client Overview

Our client is a strategy-led branding agency based in Melbourne, Australia, partnering with ambitious founders and established SMEs to build category-leading brands. Their work spans brand strategy, visual identity, website design and development, content creation, and campaign execution. As a growing boutique agency, they are seeking a highly organized Project Manager to help keep projects running smoothly and efficiently.

Schedule

• Monday - Friday, flexible during business hours (AEST), 20 hours per week

Responsibilities

Project Setup & Scheduling

• Set up new client projects using pre-built templates in the project management platform
• Input project dates, client details, and task assignments
• Build and maintain timelines based on standard project schedules
• Schedule onboarding meetings and send onboarding communications
• Update onboarding presentation templates in Figma by editing text and date fields
• Export project timelines and Gantt charts for client reference

Ongoing Project Management

• Own and maintain project schedules for all active projects
• Ensure every task always has an assigned owner and due date
• Update timelines when project stages shift and cascade changes accordingly
• Flag overdue tasks and escalate delays promptly
• Ensure project stages do not progress until prior tasks are completed

Client Communication & Scheduling

• Schedule client meetings, milestone presentations, and review sessions
• Send calendar invites, agendas, and reminder notifications
• Manage templated client communications, including approvals and feedback requests
• Follow up on pending client feedback within required timelines
• Escalate unresponsive clients when needed

Status Tracking & Reporting

• Review all active projects on a regular weekly schedule
• Prepare weekly status reports covering projects on track, delayed deliverables, and items requiring management decisions
• Monitor risks such as client delays and scope creep
• Ensure completed deliverables are uploaded and marked complete before presentations

Administrative Support

• Maintain organized project folders in Google Drive
• Coordinate internal communication through Slack and messaging tools
• Support operational workflow improvements as needed

Requirements

• Proven experience in project management, project coordination, studio coordination, or operations support
• Previous experience supporting creative, branding, design, or marketing agencies
• Strong experience with project management tools
• Comfortable using Figma for basic text and template updates
• Professional written and verbal English communication skills
• Strong organizational and time management skills
• Experience in branding or creative agencies (Nice to Have)
• Familiarity with Productive.io (Nice to Have)
• Experience with Google Workspace (Nice to Have)
• Understanding of brand development workflows (Nice to Have)

Tools Used

• Project Management Software (Productive.io or similar)
• Figma
• Google Calendar
• Gmail / company email
• Slack
• Google Drive

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.