Job Openings Programme Manager

About the job Programme Manager

Position Summary:

This position will oversee the efficient flow of work from client services through the creative and production departments. Duties of this position include monitoring workloads, creating project schedules, maintaining job files, conducting traffic meetings, and tracking and updating project status. This position is also responsible for costing and planning production deliverables, scheduling, production quality assurance and on-time delivery of all agency creative and production department work and vendor relations.

This person must have excellent communication skills, time-management and decision-making skills, an eye for detail, a positive, collaborative attitude and flexible team-oriented approach to working with others

The Traffic/Production Manager (Traffic / PM) is responsible for scheduling, producing and delivering, on time, all the work developed by the creative department. They interface with a variety of outside vendors who supply work to the agency on a freelance or contract basis.

The Traffic / PM is responsible for pricing all services the agency delivers by calculating in-house charges through working with the various departments and requesting estimates from outside sources. This information is then incorporated in an estimate of costs, which is delivered to the client. Post delivery the invoices need to be checked and processed for payment.

The Traffic / PM is responsible for obtaining the best price and delivery possible for all agency projects. The T/PM opens all jobs entering the agency and assigns a step-by-step schedule of completion to each of those jobs as it is entered.

The Traffic / PM coordinates movement of all jobs through all agency departments (Client Service, Creative and Production).

After acceptance of the price, the Traffic /PM has the responsibility to issue a purchase order to the outside resources to complete the work and to assure that when the bill is received by the agency, the price is as quoted.

Each day, the Traffic / PM prepares a status report of all active jobs, assigning a status to each job. This report is distributed to everyone in the agency. The Traffic / PM keeps track of and physically moves jobs from one step of completion to the next.


Here’s what you’ll bring to the table:

  • Previous traffic management skills a must, agency experience a plus.
  • Serve as a liaison across multiple departments, maintaining regular contact with all through clear, effective communication.
  • Create and manage project schedules, prioritizing work and scheduling reviews.
  • Track and resolve issues and know when to escalate and prioritize.
  • Track, manage, and allocate resources for creative projects.
  • Work closely with client service and creative leaders to plan for and resource upcoming projects.
  • Serve as quality assurance, proofing creative at every stage in the process.
  • Recognize inefficiencies within the workflow process and make recommendations to resolve.
  • Be creative, resourceful and detail-oriented; must multi-task and prioritize with ease in a fast paced, deadline-driven environment
  • Ensures all artwork is proofread, both before submission to the client, and prior to use or publication.
  • Verifies that all material is properly signed off/approved by client services and client.
  • Have a willingness to jump in and help where needed within the agency


Here’s what you’ll be doing to lead Agency and Client growth.

Key Tasks and Responsibilities:

  • Prepares production estimates based on briefings from Client Services,
  • Ideally, obtains three competitive quotes on every outside buy from a range of
  • quality vendors.
  • Issues purchase orders for all outside buys for client projects and records, with
  • invoices.
  • Oversees quality control in conjunction with the Creative Department.
  • Follows up with suppliers to be sure they will meet promised delivery dates.
  • Check invoices and settles billing discrepancies with suppliers, obtains approval
  • from Client Services.
  • Closes jobs when completed; sends to Finance for verification then files, crossing off production schedule.
  • Maintains contact with suppliers and keeps reference files for suppliers of
  • various products and services.
  • Revises schedules and publishes for distribution to all departments.
  • The T/PM is responsible for publishing a weekly production status report and a daily “Hot Sheet” listing most pressing jobs for the day and their current status, to ensure
  • all departments are advised of schedules and job progress.
  • Reviews daily work schedule with Creative Department and expedites all “crisis
  • jobs.” However, the majority of work should flow through production on a reasonable, scheduled basis.
  • Notifies Client Services when it is necessary to contact clients for any materials,
  • information, etc., required to complete scheduled projects.
  • Contact’s clients directly only when requested.
  • Keeps client service informed about the current status of all jobs in progress in creative/production, with regular frequency, based on input from the CD.
  • Obtains quotes from art and photo suppliers, freelancers, other vendors.
  • Makes sure samples are delivered to client and agency for all completed jobs.
  • Works with Client Services to obtain publications specifications and extensions when necessary.
  • Coordinate’s scheduling of collateral materials to arrive before final deadlines.
  • Maintains all in-house client mechanicals/artwork and photo files and update agency samples.
  • Regulates time to allow for an internal review of all concepts with CD.
  • Provides internally approved copy, layouts, etc. to Client Services for client approval.