Job Description: Due to the growth of our business, PENCIL ONE Inc. is in demand for the professional services of a Project Management Specialist. Develop comprehensive project plans and detailed Work-Breakdown Structure (WBS) for multi-category photo shoots by building all tasks and dependencies in Wrike, tying each line item to order and spec data stored in Airtable for single-source accuracy on scope, objectives, schedules, budgets, staffing, and required technologies; routing proofing checkpoints to Looker Studio so review rounds are visible in the master schedule. Ensure the timely and cost-effective delivery of the project in alignment with the predetermined roadmap, including detailed data analyses such as cost-benefit evaluations and return on investment (ROI) assessments to optimize company resource allocation and facilitate management's decision-making process. Allocate studio bays, lighting rigs, set assets, and personnel; sequence parallel shooting lines to meet tight launch calendars. Continuously monitor project milestones in Wrike and adjust task assignments in Airtable to optimize throughput and avoid bottlenecks. Implement metric-based quality gates—color accuracy, angle consistency, file-format compliance—drawing on Airtable dashboards, Looker Studio version comparisons and automated QA scripts. Perform risk assessments covering schedule slippage, resource shortages, and quality deviations; formulate and execute mitigation strategies to preserve on-time, on-spec delivery. Serve as a liaison between the company and customers & vendors, gathering requirements through HubSpot CRM and translating them into technical briefs for internal teams; ensure every stakeholder remains fully aligned with project goals, milestones, and quality expectations. Guide the work of photographers, digital technicians, and freelance specialists; evaluate performance and provide feedback. Negotiate with external equipment vendors and prop suppliers to secure resources or materials that support project requirements. Schedule regular project meetings with stakeholders to provide updates, resolve conflicts, and address any technical challenges and roadblocks, ensure each team member understands and complies with the predetermined roadmap and milestones, and make adjustments to the roadmap as necessary. Track project status, costs, and deliverables; generate weekly executive dashboards and client-facing progress reports via Wrike, HubSpot CRM exports and Looker Studio activity logs. Conduct post-mortems, document lessons learned, and propose workflow refinements—such as template updates, new Airtable automations or enhanced Looker Studio approval layers—to increase future efficiency, consistency, and client satisfaction. Present findings to senior leadership with data-oriented reports and technical presentations. Minimum Requirements: Bachelor’s degree in project management or other closely related majors.
