Project Manager

Job Title: Project Manager Department:

Direct Mail

Reports to: VP, Integrated Marketing

About Faircom:
Faircom New York (FNY) is a full-service international fundraising and communications agency that works with nonprofit organizations of varying breadth, depth, mission and size. Established more than two decades ago, we are committed to helping charitable organizations extend their reach through an integrated and innovative approach.
We are passionate about our clients because we believe in their work—and we hope that you could be a committed partner in our mission.

Job Summary:
The Project Manager oversees the day-to-day planning, coordination, and execution of direct mail retention campaigns for a major nonprofit client. This role serves as the central coordination point for all print production activities across multiple audience segments, ensuring campaigns move efficiently from concept through production and into the mail. The ideal candidate is exceptionally organized, detail-oriented, and skilled at managing complex timelines with multiple stakeholders. They will be responsible for trafficking campaign materials, maintaining organized file structures, coordinating cross-functional workflows, and ensuring all deliverables meet quality standards and deadlines. This role is perfect for someone who excels at process management, thrives in a fast-paced production environment, and can proactively identify and resolve potential bottlenecks before they impact timelines.

Duties/Responsibilities:
•Leads day-to-day project management and scheduling for all retention campaigns across channels, serving as the primary point of coordination for campaign execution.
•Traffics all campaign materials, timelines, and deliverables through monday.com project management system, ensuring all stakeholders have visibility into project status and upcoming deadlines.
•Maintains organized Box folder structure for campaign assets, creative files, proofs, and documentation, ensuring team members can easily locate and access materials.
•Coordinates workflow between internal Faircom team members (creative, account, data, production) and client team members, facilitating smooth handoffs and clear communication at each stage.
•Ensures strict adherence to campaign timelines and production schedules, proactively identifying potential delays and implementing solutions to keep projects on track.
•Tracks and communicates project milestones, deadlines, and deliverables to all relevant stakeholders, providing regular status updates and flagging any risks or issues.
•Facilitates quality control checkpoints throughout campaign development and execution, coordinating review cycles and ensuring all approvals are obtained before materials advance to next stage.
•Manages the preparation and distribution of print production specifications, mail instructions, merge/purge requirements, and data delivery schedules to vendors and data processing partners.
•Coordinates with production team to ensure timely receipt of materials, accurate execution of mail specifications, and on-time delivery to USPS.
•Maintains detailed tracking of all campaign components across multiple audience segments, versions, and test cells to ensure nothing is missed in production.
•Reviews and validates proofs, mechanicals, and final files for accuracy before print production begins, catching errors and inconsistencies that could impact campaign performance.
•Assists in managing campaign budgets by tracking production costs, managing change orders, and ensuring invoices align with approved scopes of work.
•Participates in both client-facing and internal meetings to provide project status updates, discuss upcoming campaigns, and ensure alignment on priorities and timelines.
•Documents production processes, best practices, and lessons learned to continuously improve workflow efficiency and campaign quality.
•Provides support on ad hoc projects and client initiatives as assigned by senior leadership.

Required Skills/Abilities:
•Exceptional organizational and time management skills with acute attention to detail and ability to manage multiple concurrent projects with competing deadlines.
•Strong verbal and written communication skills, with ability to communicate clearly and professionally with both internal teams and external vendors.
•Proven ability to manage complex workflows involving multiple stakeholders, handoffs, and dependencies.
•Proficiency with project management tools, particularly monday.com or similar platforms (Asana, Basecamp, etc.).
•Experience with digital file management systems such as Box, Dropbox, or Google Drive, with strong organizational approach to folder structures and naming conventions.
•Understanding of direct mail production processes, including print specifications, mail preparation, and postal requirements.
•Familiarity with creative file formats and basic understanding of how design files move through production workflow.
•Ability to read and interpret production schedules, trafficking documents, and vendor specifications.
•Strong problem-solving skills with ability to proactively identify issues and develop solutions.
•Customer service-oriented mindset with ability to build positive working relationships with clients, vendors, and colleagues.
•Ability to remain calm and focused under pressure, especially during high-volume production periods.
•Comfort with data and numbers for tracking budgets, quantities, and production specifications.
•Detail-oriented approach to quality control and proofreading.

Education and Experience:
•Bachelor's degree in Marketing, Communications, Business Administration, or related field preferred.
•2-4 years of experience in project management, production coordination, or account coordination required.
•Experience with direct mail or print production strongly preferred.
•Experience working with nonprofit clients is a plus.
•Background in advertising, marketing, or fundraising agency environment is beneficial.

Physical Requirements:
•Prolonged periods of sitting at a desk and working on a computer.
•Must be able to lift up to 15 pounds at times

Benefits
Faircom offers a generous benefits package including medical, dental and vision, long and short term disability, unlimited PTO, and much more!
Faircom NY provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.