Project Manager, Global

Karla Otto is a globally recognized public relations and communications agency, founded in 1982, with offices in 15 key cities across the UK, EMEA, US, and Asia. With a strong presence in fashion capitals such as Milan, London, Paris, and New York, the agency has built a reputation for representing some of the most prestigious names in fashion, beauty, and lifestyle. In 2017, Karla Otto merged with K2 to form THE INDEPENDENTS, a global marketing, design, and communications group.

Responsibilities:

• Project Management & Coordination: Oversee multi-stream teams executing 360 strategies for global clients across Karla Otto offices; coordinate cross-office teams to ensure timely, high-quality deliverables; lead client and internal meetings; develop and maintain project plans, timelines, budgets, and workback schedules.
• Client & Internal Communication: Act as the main point of contact for clients, consolidating communications across local markets; build trust with clients and internal global teams through clear and consistent updates; disseminate key updates and ensure alignment across regions and departments; maintain clear team structure documentation and update as needed.
• Process & Workflow Management: Establish and implement efficient workflows, roles/responsibilities, and reporting structures; streamline internal communication and create cohesive messaging for clients; coordinate scheduling and availability checks across time zones and teams.
• Documentation & Reporting: Prepare project briefs, kick-off documents, scopes of work (SOWs) and budgets with input from internal teams; share regular reporting templates and consolidate global updates into client-facing reports.
• Finance & Legal Coordination: Invoicing & Budget Oversight — work with finance to manage client billing, job codes, and invoice tracking; act as liaison between finance and client for invoicing or payment-related matters; support creation of rate cards and project budgets; ensure budgets for projects are tracked and do not exceed limitations.
• Contracts & Legal: Partner with the legal team to set up project agreements and oversee contract execution; facilitate internal approvals and ensure all documents are routed properly for sign-off; manage agreements between KO and clients and third-party partners.
• Event & Production Support: Build detailed timelines and coordinate deliverables in the lead-up to events; act as the key liaison between clients, KO teams, and external vendors; support contract negotiation and execution for event-related third-party partners; provide on-site project support and real-time troubleshooting; ensure budget is tracked and managed accordingly.
• New Business Development: Lead project management for new business RFPs and pitches; translate RFPs into actionable briefs, workback schedules, and team coordination plans; organize internal communication channels, meetings, and deliverables for pitch processes; post-win, assist in setting up contracts, rates, scopes, and vendor forms.

Skills & Qualifications:

• At least 5-7 years working in a similar role with experience across strategy, production, content production, etc.
• Strong project management and organizational skills.
• Excellent interpersonal and client relationship management.
• Comfortable working across global time zones and coordinating diverse teams.
• Confident to manage upwards both internally and externally.
• Ability to handle sensitive information with discretion.
• Experienced in managing timelines, budgets, and cross-functional deliverables.
• Impeccable attention to detail.
• Positive can-do attitude who is a good motivator.
• Problem solver.
• Comfortable in a fast-paced, agency environment.
• Excellent communicator with strong written, verbal, and visual communication skills.
• Strong taste level, prior experience across fashion, lifestyle, music, art, etc.
• Black book of contacts / collaborators for project execution.

Karla Otto embraces and celebrates diversity, inclusivity, and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. Karla Otto provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, sexual orientation, gender identity or expression. We aspire to have a diverse and inclusive workplace and strongly encourage qualified applicants from a wide range of backgrounds to apply and join our team.