Special Project Manager

Job Description:

Special Projects Manager

Position Summary

The Special Projects Manager leads cross-functional initiatives that enhance operational efficiency, improve business processes, and support strategic priorities across the firm. This role is responsible for planning, executing, and monitoring projects that drive consistency, scalability, speed, and quality in the company’s operations and service delivery lines. The Special Projects Manager partners closely with senior leaders, department heads, and subject matter experts to identify needs, develop solutions, and ensure effective implementation.

Attends operational meetings.

Project Management & Execution

• Lead the planning, scheduling, and execution of operational improvement and process optimization projects.
• Develop detailed project charters, workplans, timelines, and budgets.
• Coordinate cross-departmental resources to ensure deliverables are completed on time and within scope.
• Track project performance and communicate status updates to leadership.

Process Improvement

• Analyze current operational workflows and identify opportunities for improvement in speed, quality, consistency and scalability.
• Document current and future state processes, standard operating procedures (SOPs), and best practices.
• Facilitate workshops, interviews, and data reviews to support process mapping and redesign.
• Implement solutions that reduce waste, improve consistency, streamline execution, and improve accessibility to organizational data and information.

Change Management

• Develop communication plans, training materials, and stakeholder engagement strategies to support adoption of new processes or systems.
• Work with leaders and managers to identify and mitigate organizational roadblocks to change initiatives.
• Provide hands-on support during rollout and stabilization periods.

Operational Support & Strategic Initiatives

• Support the implementation of new tools, technologies, and systems (e.g., CRM, ERP, AI, Data Acquisition and QA/QC platforms).
• Lead prioritized AI and automation initiatives by identifying high-value use cases, implementing tools that improve efficiency and accuracy, and developing training/adoption plans that ensure measurable operational and financial impact.
• Strengthen data quality and cross-system integration (ERP, CRM, QA/QC, financial models) to improve forecasting accuracy, streamline reporting, and enhance visibility into utilization, project performance, and margin drivers — enabling more informed executive decision-making.
• Lead special assignments delegated by the COO or executive leadership, often involving confidential or sensitive matters.
• Conduct research, benchmarking, and analysis to inform operational strategy and best practices.

Minimum Qualifications, Knowledge, Skills & Abilities

• Bachelor’s degree in Business Administration, Operations Management, Engineering, or related field.
• Master degree preferred.
• 7+ years of experience in project management, business operations, or process improvement within a professional services environment (consulting, engineering, legal, architecture, accounting, environmental services, etc.) required.
• PMP Certification is preferred.
• Demonstrated experience managing complex, cross-functional projects in a diverse environment.
• Strong understanding of process improvement frameworks (Lean, Six Sigma, Kaizen, etc.).
• Excellent written and verbal communication skills, with the ability to engage stakeholders at all levels.
• High proficiency in project management tools (Smartsheet, MS Project, Asana, , MS-Excel etc.) and business analytics tools.
• Knowledge of ERP and CRM workflows commonly used in professional services or AEC firms.
• Experience with Deltek (Vantagepoint) or KEAP is preferred.
• Familiarity with other industry-relevant platforms such as Unanet, Oracle Net Suite, BST Global, Salesforce, Hub Spot, or Microsoft Dynamics is also valuable.
• Prior experience with AI initiatives or frameworks preferred.
• Able to assess complex problems, interpret data, and develop actionable recommendations.
• Skilled in building relationships and facilitating cross-functional teamwork.
• Organization & Prioritization:
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