ROLE TITLE
Project Manager (PMO & Delivery Execution)
REPORTING TO
Program Director
Managing Partner / Head of Growth (dotted line as needed)
ABOUT LEAPOUT
LeapOut is a premium e-commerce and digital growth agency trusted by brands and institutions that operate in complex, high-stakes environments. We work at the intersection of strategy, execution, and accountabilitydelivering programs that require rigor, sensitivity, and trust.
We are known for:
- Delivering multi-disciplinary programs with discipline and care
- Working closely with senior decision-makers
- Balancing strong execution with respectful, human collaboration
Our values guide how we workespecially on complex programs like this:
- Own it take responsibility end to end
- Be bold (with care) act decisively, communicate thoughtfully
- Never settle raise the bar on quality and delivery
- Malasakit / Conscious community lead with empathy, respect, and teamwork
ROLE OVERVIEW
The Project Manager (PMO & Delivery Execution) is responsible for making sure work gets doneon time, with clarity, and with proper documentation. You will run the program's delivery cadence: daily task tracking, follow-ups, timelines, dependencies, and weekly client updates.
You will work closely with the Program Director (who owns overall outcomes, stakeholder leadership, and final accountability). The Project Manager ensures that the program's plans translate into daily execution, and that nothing falls through the cracks across internal teams and vendors (approximately 812 contributors total).
Work setup: Hybrid, with up to 3-4 days/week on-site alongside the client team when required.
THE PROGRAM (CONTEXT)
This is a government-led, multi-workstream communications program involving coordinated planning, content and communications execution, events support, media and social monitoring, reporting, and strict documentation. The client expects a delivery partner that is present, responsive, transparent, and capable of operating with structure, compliance discipline, and professionalism in a public-sector environment.
WHY THIS ROLE MATTERS
This program demands:
- Relentless follow-through and delivery discipline
- Clear documentation and approval trails
- Tight timelines and multiple parallel workstreams
- Proactive coordination with client stakeholders on-site
- Calm, solutions-oriented communication under scrutiny
The Project Manager makes execution predictable, trackable, and auditable.
DAY-TO-DAY (WHAT YOU'LL ACTUALLY DO)
- Run daily huddles with LeapOut + vendors to unblock tasks and confirm priorities
- Maintain the master workplan (timeline, milestones, dependencies, owners)
- Track deliverables across workstreams and chase owners until completion
- Coordinate with the client team on-site for inputs, approvals, and alignment
- Prepare and lead weekly client updates (status, risks, upcoming milestones)
- Maintain documentation: trackers, meeting notes, decision logs, approval records
- Raise risks early and escalate with clear options (not just problems)
KEY RESPONSIBILITIES
1) Delivery Cadence & Task Execution
- Translate program requirements into task plans with clear owners and deadlines
- Run daily stand-ups / huddles and enforce follow-through
- Monitor progress, identify bottlenecks, and drive resolution
- Ensure all workstreams move forward in parallel without conflict
2) Client Support & On-Site Collaboration
- Support client stakeholders through responsive coordination and clarity
- Facilitate transparent collaboration: who needs what, by when, and why
- Coordinate meetings, approvals, and submissions with professionalism
- Ensure government stakeholders feel supported, informed, and respected
3) PMO Systems, Governance & Documentation
- Maintain program trackers: action items, risks/issues, approvals, change requests
- Ensure documentation is complete, organized, and audit-ready
- Implement lightweight processes that increase speed without confusion
- Protect the team from chaos by enforcing structure and standard workflows
4) Reporting & Status Management
- Consolidate updates from teams/vendors into weekly reporting outputs
- Prepare status decks, progress summaries, and submission checklists
- Ensure leadership visibility: accurate updates, early alerts, no surprises
KPI SCORECARD (PERFORMANCE MEASURES)
Delivery & Cadence
- % of deliverables on-time vs plan (Target: 95%+)
- Task aging: average days tasks remain in progress past due (Target: <3 days)
- Huddle/meeting discipline: attendance + action-item closure rate (Target: 90%+ closure per week)
Client Support & Responsiveness
- Response time to client requests during working hours (Target: same-day)
- Weekly status updates delivered on schedule (Target: 100%)
- Client clarity score (measured via feedback): stakeholders report clear ownership and next steps (Target: 4.5/5)
Governance & Documentation
- Completeness of trackers and approval logs (Target: 100% maintained)
- Reduction in rework due to missing inputs/approvals (Target: downward trend)
- Risks raised early with mitigation options (Target: no surprise escalations)
WHAT WE'RE LOOKING FOR
Core Capabilities
- Strong project management discipline (task tracking, dependencies, timelines)
- Comfortable chasing task owners respectfully and firmly
- Clear writing: summaries, status reports, meeting notes, trackers
- Strong coordination skills across internal teams and vendors
- Calm under pressure; solutions-oriented
Leadership & Values
- Highly trustworthy, discreet, and professional
- Strong sense of accountability and urgency
- Can be firm without being abrasive
- Collaborative with government stakeholders; respectful and composed
QUALIFICATIONS & EXPERIENCE
- Bachelor's degree in Business, Communications, Management, or similar
- 5+ years in project management, PMO, delivery ops, or agency operations
- Experience supporting multi-stakeholder programs (public sector experience is a plus)
- Strong competency with project tools (Sheets/Excel, ClickUp/Asana/Jira, Docs/Slides)
