Toronto Digital Project Manager

Full Time

Client Services


What we're looking for

The Producer is the owner of successful project delivery. The two key functions for this role are:

1) Internal team management and communication to ensure projects are scoped, planned, resourced and delivered within scope, timeline and budget;

2) Communications and expectation management to both client and Account Lead on project health (budget, progress, status), scope creep, team or delivery issues / communications. The Producer works in partnership with the Account Lead to ensure all projects are delivered to the highest standard, and profitably to the business and is an essential role in adding value to our Clients and our business.

What you'll do

  • Manage scoping/estimating head hours for projects based on the intake brief provided by the Account Lead, Business Lead or Client.
  • Detailed project planning, including development of project timeline with key milestone deliverables, dependencies and caveats.
  • Working with Account Lead, understand and evaluate costing and value-based cost opportunities for your projects.
  • Organize kick-offs, team briefings, reviews and other communication internally to make sure all teams are aware of client objectives, requirements, and delivery expectations
  • Monitor day-to-day activities of the project team and ensure work is progressing as planned
  • Managing and updating project budget trackers to monitor project health, and make adjustments where necessary.
  • Proactive management of estimates and timelines to ensure all changes are captured and actioned upon.
  • Active monitoring of project risks and client requests to identify potential problems, proactively share solutions and to capture scope creep on committed project scopes.
  • Attends, participates and captures notes for all client meetings (in person, via phone or screen share) to ensure key actions and next steps are circulated to both internal, or Client teams.
  • Champion the quality and accuracy of all agency outputs by reviewing and auditing major client deliverables, checking for consistency and overall quality, ensuring full QA process is complete before deliverables are given to Account Leads or Clients.
  • Leads and participates in daily/weekly project huddles with project team, communicating roles, timelines, and deliverables, ensuring that expectations are set.
  • Plan and prioritize all deliverables and resources working across project(s) based on scope of work and other projects running through the teams each week.
  • Booking confirmed and speculative resource requirements for all projects to ensure consistent workflow through the team and identify any availabilities or gaps to Account Leads and other Producers.
  • Source and manage appropriate 3rd party contractors as needed.
  • Produce weekly status reports and shares with the Account Lead, and stakeholders as needed.
  • Communicates budget tracking information to all stakeholders (internal team, clients etc.)

Client Management

  1. Professional, tactful, responsive and solution-focused communication to Client by following-up and organizing requests and tasks with client visibility.
  2. Supports the Account Lead as the client’s go-to person for project-related items daily once into project delivery.
  3. Proactively and consistently manages client expectations, and solicit and act on client feedback.
  4. Ensuring all client feedback is distilled and digested into actionable steps for the appropriate internal team members — organizing feedback for maximum efficiency.
  5. Establishes communication guidelines and frequency with clients, send out contact reports and meeting notes within 24 hours of meetings.
  6. Coordinate weekly meetings with stakeholders.
  7. Able to coordinate and participate in client meetings — providing appropriate documents, and assisting in presentation preparations
  8. Anticipate client issues before they arise and communicates solutions that address or escalate issues.

Finance & Operations

  • Review weekly financial status via reporting to ensure profitability in internal hours and project expenses to ensure accuracy in project financial reports.
  • Monitors project actuals and ensures projects stays within budget
  • Collaborate with Account Lead to review all project financials and forecasting on a weekly basis
  • Update revenue forecasts monthly


  • Creates project admin files and setup of project folder structure
  • Able to track project hours, submit and approve timesheets on a weekly basis

What you'll need to bring

  • Post-secondary education, preferably in a relevant field (Digital agency, digital media, digital film production, design, etc.)
  • PMP or equivalent project management certification an asset
  • 2 to 4 years of experience working in an agency environment as a Project Manager or Producer
  • Strong understanding and experience of the production process; gathering requirements, scoping, estimating, and execution; with a track record of delivering projects on time
  • Experience in drafting Statement of Work documents, Project Plans, Change Requests etc.
  • Strong understanding and experience with resource management, and resource allocation
  • Ability to identify risks and provide solutions by communicating and escalating
  • Proven track record of fostering and maintaining good relationships on a project management level. Professional, proactive and solution-focused communication and expectation management
  • Highly organized with the ability to handle multiple projects/deadlines and multi-task in a fast-paced environment
  • Experience creating and managing a project plan using MS Projects, Merlin or equivalent
  • Intermediate knowledge of digital media buying — Media platforms, channels, buying, marketing, trends.
  • Intermediate knowledge on how to execute digital campaigns (including Media), web builds, digital advertising campaigns and social media
  • Intermediate knowledge on reporting financial health (budgets, forecasts, health etc.)
  • Ability to give and receive feedback in a constructive manner
  • Advanced computer and digital literacy skills (Microsoft Windows / Apple OSX, Microsoft Office, Internet/Web, Social Media)
  • Intermediate presentation skills — Able to create, present, and participate in internal and client meetings.
  • Intermediate interpersonal skills
  • Intermediate verbal/written skills

Nice to have

Ready to join the team?

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