JOB DESCRIPTION: PROJECT MANAGER

SUMMARY:

Reaching a multi-lingual audience and maintaining legal compliance, the PM manages documentation for mutual fund companies that include semi/annual reports, prospectuses, shareholder notices, and marketing documentation etc., on behalf of a wide range of companies in Luxembourg the PRISMA PM works closely with the clients, auditors and fund administrators as required keeping track of timeframes.

The PM role serves as a direct liaison between the client and the Operations Manager to ensure the timely and accurate production of client’s documents. Communicating specifications and expectations to all areas of production. This involves coordination of multiple projects simultaneously and the ability to provide accurate and detailed instructions in both verbal and written form. Working behind the Client Relationship/Sales team it will also be the responsibility of the Project Manager to compile and administer each account and/or document, including preparing for invoicing, and managing other client or service provider enquiries.

KEY RESPONSIBILITIES:

• Integration with Operations Manager.
• Supports and advises clients through all production phases.
• Consults where appropriate with the Operations Manager/ Sales person on complex decisions.
• Alerts Operations Manager to job development when required.
• Monitors suppliers for performance and production costs & assist OM/Sales to price accurately by summarizing internal costs and analyzing the effort & time taken over projects.

PLANNING

• Reviews client’s specifications for adherence to capabilities and with guidance. Provides production alternatives when necessary.
• Creates and updates Project Scope for complex individual projects.
• Sets out timelines/schedules & present to the client.
• Status Sheets – keep all schedules updated with actual dates for tasks completed.
• Conducts Conference calls with clients and attend client facing meetings with Sales/Client Relationship as required. Provides minutes of call/ meeting as a follow-up.
• Confirms all regulatory requirements & processes for all projects; e.g. regulators review cycles.
• Develops & maintains necessary records & files for efficient operation.

DAY TO DAY

• Organize initial typesetting/formatting/layout of document
• Oversee and administer version changes
• Check changes have been implemented correctly by typesetter (time permitting)
• Provide changes to client for review and circulate to other parties (directors, auditors, local offices, investment mgr ) as required
• Maintain secure electronic files and access to document and associated files (i.e. distribution/address lists)
• Maintain filing structure for multiple file formats i.e. e-mails, source files, proof cycles etc.
• Oversee and enforce project plan deadlines i.e. liaise/coordinate/set schedule with Translators, Cameron and CIP
• Provide versions to client per request per form as required by client (email, hardcopy)
• Coordinate translation for languages required
• Administer version changes per reporting period and as required by client
• Ensure client-specific translation glossary is maintained (by ourselves for simple changes and outsourcing to translators
• Assure translation certification as required per jurisdiction (ie. Spain)

PROCEDURES

• Follow Standard Practices/reporting models & be aware of need to continuously, improve.
• Create Project Scopes for complex individual projects.

VENDORS

• Conduct regular meetings with vendors when needed
• Continually monitor and if needed suggest improvements to operational workflows to interface with vendors

ADMINISTRATION

• Prepare projects for invoicing, collate costs from vendors
• File job bag when a project is complete, inc. invoice, correspondence and other records

OTHER

Anticipate & expect to perform new tasks as the PM role changes