Traffic Manager/Coordinator

THE TRAFFIC MANAGER is responsible for the internal scheduling of work throughout the agency.  The traffic manager opens all jobs entering the agency and assigns a step-by-step schedule of completion to each of those jobs as it is entered.  Under the direction of the production manager, the traffic manager coordinates movement of all jobs through all agency departments (account   service, research/planning, media, creative, interactive/web, production,).

Each day the traffic manager posts an internal status report of all active jobs in the shop, assigning a status to each job.  Everyone the agency should receive this report via internal email.  The traffic manager also tracks and/or physically moves jobs from one step of completion to the next.

As changes in timing or scheduling take place, the traffic manager must be informed so an accurate schedule can be produced each day.

Responsibilities:

  • Opens all agency digital job jackets in our PM system.
  • Reviews daily work schedule with production manager, creatives, production artists, and interactive/web development staff.
  • Reviews any Job Change Orders from account executives/clients and copies to affected agency personnel.
  • Revises schedules and distributes to all departments a daily “Hot Sheet,” listing the most pressing jobs for the day and their current status. Also publishes a weekly production status report to advise all departments of schedules and job status.
  • Expedites all “crisis jobs.” Majority of work should flow through creative/production on a reasonable, scheduled basis, as directed and supervised by the production manager and creative director.
  • Notifies account executives/production manager when necessary to contact clients for any materials, information, etc., required to complete scheduled projects.
  • Contacts clients directly when information is needed for the workflow and projects.
  • Communicates regularly with account service and media about the current status of all jobs in progress in creative/production, based on input from production manager and creative director.
  • Reports any problems affecting job quality, due dates and costs to account service, after being advised by production manager and creative director.
  • Works with production manager in selecting vendors for all jobs, based on quality control, budget, timing, etc. Assists production manager in job estimating, vendor specifications, etc.
  • Proofreads all artwork/digital proofs (or schedules proofreading personnel).
  • Is notified when internally approved copy, layouts, etc., are forwarded to production manager/account executives for client approval. Retrieves client-approved materials from production manager/account executives to continue production process.  Makes sure all material is properly signed off as approved by account executive and client.
  • Regulates time to allow for an internal review of all concepts with account executive.
  • Assists production manager in coordinating schedules of collateral materials to arrive before final deadlines.
  • Obtains quotes from art and photo suppliers, freelancers, other vendors as required by production manager.
  • Archives paperwork for all stock photography. Returns licensed, non-digital stock photography to source within the assigned usage period.  Maintains licensing records on purchased digital stock for future reference.
  • Issues purchase orders to vendors as requested by production manager.
  • Archives and maintains any in-house client mechanicals/original artwork, digital production file backups, and photo files according to the agency archiving process.
  • Maintains updated agency sample files.
  • Arranges delivery of samples to client and agency personnel for all completed jobs.
  • Notifies the account executive when a job is completed, so s/he can review and close the job and alert accounting the job is ready to bill.
  • Works with media department to obtain publications’ specifications and extensions when necessary.
  • Researches specialty items and purchases items for clients.
  • Photocopies and collates materials for presentations and client meetings.
  • Maintains current computer skills related to daily job functions.
  • Assists in answering telephone calls according to agency protocol.

To apply, please send your resume, salary requirements, and a link to your LinkedIn profile, to careers (at) blackbeardesign.com.