Project Manager | Terry Dowd Inc.
Company: Terry Dowd Inc. 2233 S. Throop St, Chicago, IL 60608
Branch: Sales / Project Development
Department: Sales / Project Development
Position reports to: CEO/President; General Manager
Compensation: Salary—commensurate with experience (+ benefits post probationary period)
Status: Full Time, exempt; not subject to the Collective Bargaining Unit
ABOUT TDI: Since 1978, Terry Dowd Inc. has been handling fine art, artifacts, and antiques; objects that are high in value, fragile and irreplaceable. TDI, is perhaps best known among museums for its superior packing and crating services and its innovative adaptation of commercially available materials that meet conservation standards. Our crating methods have been informed by the research of the Canadian Conservation Institute, and in turn our standards have served as a guide for many institutions. Our clients, including many of the most prestigious museums, private collectors and corporations in the world, regularly contract us for the collection, crating, storage and transport of individual loans or entire exhibits.
Project Managers work directly with clients to provide customer service in interpreting client inquiries, providing consultation, developing projects, preparing estimates, and scheduling/execution. Projects can range from simple fine art installation and packing services, to crating, and major-scope projects. The Project Manager is the central coordinator for all components of the project, and collaborates with Operations and Administrative/Billing colleagues for project development and execution. The position is a sales position, but also requires specialized skills and knowledge of fine art handling for appropriately consulting on service needs.
- Project Organization
- Communicate in a timely manner with clients & interpret clients’ needs; make recommendations.
- Multi-task and manage multiple projects simultaneously.
- Perform site visits and meet with clients to evaluate needs of project.
- Assess items for packing/crating/service needs
- Assess service locations for potential complications and access requirements, both physical and procedural (eg, COIs, availability of client, scheduling for dock access/elevator use, doorways and elevator sizes, etc.)
- Develop project plans and estimates that establish an expected budget, timeline, and scope of services using internal software, experience, and anticipation of circumstances.
- Coordinate and collaborate with Operations Managers/staff for project costs (quotes for shipping, in-house services, customs clearance, out of state/foreign services, crating/packing recommendations).
- Coordinate and collaborate with Operations Managers/staff for scheduling and staffing needs.
- Submit purchasing requests to Purchasing Coordinator for project materials and equipment needs.
- Create and maintain comprehensive project documentation.
- Establish and maintain sales/project folder
- Ensure proper use and completion of all required forms and procedural steps, use of tools like the project tracker, and checklists.
- Project Execution
- Develop a project schedule; inform client & staff affected by the project; revise plans as needed.
- Coordinate internal resources between Operations Department Heads:
- submit scheduling and staffing requests (field requests to Transportation Department, in-house service and shipping requests to Registration Department, crating and specialty packing fabrication requests to Crating Department).
- Central Coordinator for overall needs and phases of Project—maintain communication with client and the different Operations Departments. Ensure all parties are in-sync with the overall needs of the project. Individual functions managed by Departments are managed by Operations Department Heads.
- Submit Write-ups (job summaries and instructions) and other forms to Operations Managers that cover:
- Billing party
- Service addresses
- Arrival dates and times
- Description of the items and services
- Instructions of the job, including packing, needed equipment, services, other vital information, etc.
- Ensure participating crew receive an overall project orientation.
- Ensure staff are made aware of challenges
- Ensure staff are made aware of expected project duration
- Ensure staff are made aware of key steps and other details
- Be present on the job site and participate in execution of projects as needed.
- Ensure that all projects meet performance metrics and are delivered:
- within scope of outlined services
- within budget
- and to the client’s satisfaction
- Manage changes in project scope, schedule, and budget.
- Revise estimates as needed
- Keep Operations staff informed of changing parameters
- Ensures performance and projects adhere to all company procedures and policies.
- Adheres to the objectives laid out by Management (policies, procedures, customer service etc.).
- Client Relations and Project Review
- Main point of contact for clients for comprehensive service projects.
- Follow-up with clients regarding proposed services.
- Follow-up with clients post-service—foster positive relationships.
- Make professional recommendations to clients that achieve TDI’s standards and ensure the highest quality service.
- If needed, be available for post project meetings, strategy sessions, and reviews.
- Professional attitude, diplomatic demeanor; ability to work with a variety of personalities, many of which can be challenging and demanding.
- Independent initiative/self-starter mentality required.
- Ability to work independently and with a group, and serve as intermediary to a variety of personalities and positions.
- Ability to delegate tasks to accomplish goals.
- Commitment to the objectives laid out by Management (policies, procedures, customer service etc.).
- Respect for privacy and confidentiality. Diplomatic, with the highest standard of client service and patience.
- Minimum two to five years fine art handling experience and knowledge of best practices.
- Minimum two to five years project management experience, collection management experience, preferably in fine art or a related/similar field.
- Experience working with/in museums/institutions and high-end clients preferred.
- Outstanding customer service skills. At least 5 years customer service experience.
- Experience managing scheduling or complicated, evolving projects preferred.
- Experience in a fast-paced environment required.
- Familiarity with Chicago streets/navigation, and buildings strongly preferred.
- Familiarity with TSA CCSP—must become certified if not already.
- Outstanding organizational skills: ability to account for fluctuating and critical details required.
- High attention to detail both physical and on paper, and sensitivity to TDI standards required.
- Excellent and articulate communication skills.
- Experience in a fast-paced environment; proven ability to multi-task and handle multiple complicated projects/responsibilities simultaneously.
- Ability to comprehend complicated services and procedures, both physical and administrative.
- Strong analyzation skills—ability to identify missing information, ensure procedures are being followed correctly, identify potential problems, etc.
- Strong familiarity with Microsoft Excel and Office Suite, Outlook/email, Quickbooks, etc.
- Bachelor’s degree in Arts Administration, Art History, Fine Art, business, or a related field required. Post-graduate degree preferred.
- Must be able to lift 50+ lbs.
- Some after-hours work and weekend availability needed depending on project needs.
- Able to remain standing for extended periods of time.
- Interested candidates should submit their resumes and a cover letter to Daniel Schmid by email. Qualified candidates may be asked to complete a formal application for employment.