Who We Are
Our little agency imagine a world where every private practice owner can reach the clients they love, expand their impact, and build the business and life of their dreams.
We do that through website design and development, SEO services, and by being a team that clients can trust to help them elevate their online presence.
Our ideal clients are mental health therapists who are building a group private practice or solo therapists who need a killer website to stand out and take their business to the next level.
Typically, they struggle a bit with all this technical stuff, so we serve as their guide to help them succeed with their online marketing.
Who We're Looking For
We're looking for a highly organized and growth-focused project manager to join our growing agency.
Your primary role will be to oversee all aspects of website design and development projects, start to finish so that each project finishes on time to the joy of our clients.
We’re looking for someone who is gifted at looking at current processes and improving them. We’ve done things a certain way for a long time, but we’re open to changing if it means we get to do deliver better work for our clients and grow our business.
You should love working with people and holding our clients’ hands as you guide them through projects, giving them peace of mind that our team is doing great work on their behalf.
In a dream world, you do your job so well that you take on more and more responsibilities in the agency, perhaps stepping into more leadership roles that help us grow and carry out our vision.
Basically, we’re looking for you to help take our projects and business to a new level. As you show us your magic and your responsibilities grow, so will your time and compensation in the business.
You'll report directly to the owner of the agency via daily Slack check-ins and weekly Zoom team meetings.
We prefer you work between about 9 AM and 5 PM Eastern Time, though there is flexibility so long as you’re available daily to manage your responsibilities.
This position is part time to start but there will be room to grow.
If these statements describe you accurately, we want to hear from you!
- You anticipate the needs of each project and sometimes go off script in order to get the project off the ground or hit a milestone sooner than expected. “Proactive” is an adjective that people often use to describe you.
- You’re obsessed with keeping all players in the know- you answer questions quickly, assuage concerns with confidence, and love to over-communicate.
- You’re extremely familiar with using Asana to organize projects and tasks.
- You can quickly identify gaps in processes and are comfortable coming up with creative solutions to fill those gaps, making each project more successful than the last.
- You can take direction once and run with it. You don’t need to be micromanaged because you build trust quickly with your competence and your track record of coming through.
- You do what you say you’re going to do, often better than the original task required.
- You make yourself available to speak to clients (and even enjoy it!), especially when a project has stalled or miscommunication occurs. Basically, you don’t allow our clients to lose sight of the goal and what we’re trying to achieve together.
- You get extremely excited over keeping projects, assets, and tasks organized.
- You’re ok with some of the repetitive tasks that keep our projects on track, such as weekly updates to clients, setting up projects from templates in Asana, and organizing feedback from clients.
- You learn processes quickly and are able to guide clients through them, from onboarding to offboarding.
- You’re meticulous in keeping your projects up to date in Asana. You consistently complete tasks, review deadlines and make sure your projects reflect the current state of where things stand - keeping clients and our team up to date at a glance.
- You’re rarely blindsided by potential challenges that may hold up the project because you’re constantly thinking a couple of steps ahead. I.E. “Can’t launch a website on time because we can’t log in to the client’s domain account? Why, that’s never happened to me!”
- Unhappy clients don’t phase you; you go the extra mile to ensure they feel confident about our work and what we’re doing. You can put on your customer service hat when need be and have the tough calls.
- You think bigger than single projects and aspire to more responsibility. You’ve thought about being a chief operating officer someday.
- You’ve got a creative side and can tell when our designers have missed the mark, not capturing the projects’ needs and vision. You can provide that feedback clearly and quickly to make sure we deliver the best work to our clients.
- You know enough about websites and online marketing to be dangerous. Our clients can pull on you for advice and strategy and you can guide them with confidence. If you don’t know the answer, you’re resourceful to find the best solution for our client’s situation.
- You’re a team player and easily create rapport with those you work with, even when working remotely.
- You’re more proactive than reactive.
- People describe you as “dependable”.
- You love to serve people. Behind all your organization and skills lies a deep desire to help others be successful.
- You constantly look for ways to do your job more efficiently and increase the turnaround time for tasks and projects.
- You’re teachable and even welcome feedback so that you can improve your function within the organization and support our team and projects at the highest level.
Areas of Responsibility
The purpose of this role is to make sure projects are completed on time (or faster!) while making sure our clients feel cared for along the way.
This Includes the Following Outcomes:
- All projects are kept 90% on track weekly
- Improve and maintain client happiness
- We can accurately predict how long projects will take and where they will fit into the calendar - developing an accurate waiting list
- Clients consistently understand the status of the project
- Clients and Team understand responsibilities, deadlines, and have what they need to move the project forward
- We understand time spent on each project in order to evaluate project profits and efficiencies
Below are examples of typical tasks that this role will perform. These are only examples though. Ultimately it’s up to you to meet the goals/outcomes required by this role, however you choose to accomplish them.
- Daily management of website design projects
- Onboarding new client projects, meeting with clients to review deliverables, ofboarding clients or handing them off to the next team (such as SEO or Care Plan)
- Status updates are sent weekly, capturing what’s been completed, what’s happening next, and what’s needed from client
- Keeping Asana projects (both internal and client-facing) up to date daily so that all parties know where we’re at in the process
- Monitoring project progress; tracking action items; conducting design and implementation reviews; examining, researching, and resolving issues; escalating issues to appropriate authority; responding to team members' concerns; coordinating requirements with clients or team members
- Helping to carry out or improve our documented processes and, if needed, create new ones
- Ensuring we’ve received assets from clients prior to website project start dates and getting assets to the developers
- Keeping track of projects and being able to assess who needs what so that deadlines are met
- Anticipating bottlenecks and working to alieve them to keep projects on track
- Weekly check-in calls with CEO to report on progress and address any issues
- Quality assurance testing of completed tasks and projects
- Available on Slack during agreed upon work hours
This position can be done on your own hours from home with daily communication (we use Slack and Asana).
We’re not just looking for people who want to pick up some extra work, but for team-players who want to play an active role in the development of our business for the long term.
Systems we use:
- Asana
- WordPress
- Slack
- Google Drive / Docs
So…
....Would you like opportunities to impact the growth of our business as well as the businesses of our clients?
....Would you like a job that encourages growth professionally and personally?
….Would you like to work in a company that seeks to serve its clients above all else?
To be considered, fill out our application below, and be sure to mention your favorite dessert somewhere in your responses.
https://forms.gle/4nvm4n5KqA3JV2nY7
Thank you!
Job Type: Part-time
Pay: $18.00 - $25.00 per hour
Expected hours: 10 – 15 per week
Compensation package:
Experience level:
Schedule:
Application Question(s):
- Where do you reside?
- What is your experience with using Asana to manage projects?
- What is your experience in managing website design and development projects?
License/Certification:
Location:
Work Location: Remote