Digital Production Assistant / Project Manager

Overview

The Digital Production Assistant / Project Manager is a key operational driver responsible for managing digital‑first production workflows, coordinating suppliers and internal teams, and ensuring projects are delivered on time, on budget, and to specification. The role translates briefs into actionable plans, coordinates internal teams and external suppliers, manages timelines and budgets, and ensures work is delivered to a high standard. Operating in a fast‑paced environment, the role requires a highly organised, detail‑oriented individual who can manage multiple projects simultaneously while maintaining strong communication, structure, and momentum from brief through to final delivery.

Responsibilities

Production & Project Delivery

• Manage the end‑to‑end delivery of projects, from initial brief through to final execution
• Facilitate production briefs entering the system and ensure clarity of scope, requirements, and timelines
• Coordinate and manage suppliers across print, digital, and integrated production outputs
• Ensure all deliverables meet agreed quality standards, specifications, and deadlines

Project Management & Planning

• Create, manage and maintain detailed project timelines, milestones, and schedules
• Monitor project progress, proactively identifying risks, bottlenecks, or delays
• Implement solutions to maintain momentum and ensure projects stay on track
• Manage multiple concurrent projects without compromising accuracy or delivery standards
• Maintain organised project documentation and status tracking

Supplier & Stakeholder Management

• Act as a key point of contact between internal teams and external suppliers
• Allocate work to suppliers based on availability, skillset, scope, and cost efficiency
• Build and maintain strong working relationships with suppliers and internal stakeholders
• Support supplier onboarding and ongoing supplier administration
• Ensure clear communication and alignment across all parties involved in a project

Financial & Administrative Management

• Track and manage project budgets throughout the production lifecycle
• Ensure financial processes and workflows are followed accurately
• Maintain awareness of costs, approvals, and budget constraints
• Flag potential scope creep, budget risks, or timing implications early
• Support financial documentation, cost tracking, and reconciliation

Collaboration & Communication

• Work closely with Client Service and internal teams to gain a thorough understanding of project requirements
• Translate briefs into clear, actionable production instructions
• Facilitate regular check‑ins, status updates, and project meetings
• Ensure all teams are aligned on priorities, deadlines, and deliverables
• Communicate clearly, professionally, and proactively at all times

Qualifications

Experience & Background

• Minimum of 3+ years experience working within an advertising agency environment
• Strong exposure to production workflows, supplier management, and financial processes
• Experience working across administrative, operational, and production functions
• Proven ability to support high‑volume, fast‑moving project environments

Skills & Capabilities

• Strong hybrid capability across both production and project management
• Excellent organisational, planning, and time‑management skills
• High attention to detail and strong documentation discipline
• Confident multitasker with the ability to manage competing priorities
• Strong problem‑solving skills with a calm, solutions‑focused approach
• Excellent verbal and written communication skills
• Strong interpersonal skills and the ability to build positive working relationships
• Financial awareness and budget management capability

Tools & Systems

• Project management and production tools
• Microsoft Word, Excel, and PowerPoint
• Ability to quickly learn and adapt to new systems and workflows

Personal Attributes

• Highly reliable, proactive, and self‑motivated
• Calm under pressure and comfortable working in deadline‑driven environments
• Positive, collaborative team player
• Naturally organised with a strong sense of ownership and accountability
• Committed to continuous learning and professional development