Project Manager - UX

📍 Job Overview

Job Title: Project Manager - UX

Company: Havas Group (PivotRoots)

Location: Mumbai, Maharashtra, India

Job Type: Full-Time

Category: Operations / Project Management (Design & Creative Operations)

Date Posted: September 29, 2025

Experience Level: Mid-Level (2-5 years)

Remote Status: On-site

🚀 Role Summary

• Design Operations Leadership: Drive the operational excellence of design and creative projects, ensuring efficient execution from concept to delivery.

• Project Lifecycle Management: Oversee the entire project lifecycle, meticulously managing timelines, deliverables, and financial aspects.

• Cross-Functional Collaboration: Foster seamless collaboration between design teams, stakeholders, and other departments to ensure project success.

• Process Optimization: Proactively identify and implement improvements in design workflows, identifying bottlenecks and enhancing overall efficiency.

📝 Enhancement Note: This role at PivotRoots, part of the Havas Group, focuses on the operational backbone of design and creative output. The "UX" in the title, while often associated with user experience design, here likely signifies the project manager's role in ensuring the smooth and efficient process (the "experience") of delivering creative and design-related projects, rather than direct UX design work. This is a key distinction for operations professionals.

📈 Primary Responsibilities

• Project Tracking & Allocation: Diligently track, allocate resources, and manage design and creative projects from their inception through to final completion.

• Deliverable & Budget Oversight: Ensure strict adherence to project timelines, quality of deliverables, and budgetary constraints across all assigned projects.

• Estimation & Proposal Development: Collaborate closely with internal teams (designers, strategists, account managers) to prepare accurate cost estimates and compelling project proposals.

• Workflow Coordination: Facilitate smooth workflow and communication between designers, stakeholders, and cross-functional teams, ensuring alignment and timely updates.

• Documentation & Reporting: Maintain comprehensive and up-to-date project documentation, including status reports, meeting minutes, and risk logs.

• Risk & Efficiency Management: Proactively identify potential project risks, operational bottlenecks, and opportunities for process improvement and efficiency gains.

• Stakeholder Communication: Provide clear, concise, and regular communication on project status, progress, and any critical issues to all relevant stakeholders.

📝 Enhancement Note: The responsibilities emphasize a blend of traditional project management with a strong focus on the specific nuances of creative and design operations. This includes not only tracking but also the proactive identification of efficiencies and risks within creative workflows.

🎓 Skills & Qualifications

Education: While specific educational requirements are not detailed, a Bachelor's degree in a related field (e.g., Business Administration, Project Management, Design, Communications) is typically preferred for project management roles.

Experience: 2-3 years of dedicated experience as a Project Manager, with a strong preference for individuals who have worked within a design, creative, or agency environment.

Required Skills:

• Project Management Fundamentals: Proven ability to manage projects from initiation to closure, including scope, schedule, and resource management.

• Design Operations Acumen: Solid understanding of design processes, creative workflows, and the operational challenges within a creative agency context.

• Project Management Tools Proficiency: Demonstrable expertise in using project management software such as JIRA, Click Up, Asana, or similar platforms for task tracking, workflow management, and reporting.

• Organizational & Multitasking Prowess: Exceptional ability to manage multiple projects simultaneously, prioritize tasks effectively, and maintain high levels of organization.

• Communication Excellence: Strong verbal and written communication skills, with the ability to articulate project details clearly to diverse audiences.

• Problem-Solving Aptitude: Adept at identifying and resolving project-related issues, anticipating challenges, and developing effective solutions.

• Collaborative Spirit: Proven ability to work effectively with creative teams, designers, and stakeholders, fostering a positive and productive working relationship.

Preferred Skills:

• Agency/Creative Team Experience: Prior experience working within a design agency or a dedicated creative team within a larger organization.

• Design Terminology & Workflow Knowledge: Familiarity with common design terminology, software (e.g., Adobe Creative Suite), and standard creative production workflows.

📝 Enhancement Note: The emphasis on JIRA and Click Up suggests these are key tools for daily operations. Candidates should be prepared to discuss their experience with these specific platforms and how they leverage them for process efficiency and project oversight.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Project Case Studies: Showcase 2-3 detailed case studies of design or creative projects managed, highlighting scope, challenges, solutions, and outcomes.

• Workflow Optimization Examples: Provide examples of how you have identified and improved design or creative workflows, demonstrating quantifiable efficiency gains.

• Budget Management & Estimation: Include examples of cost estimations and budget tracking for creative projects, showcasing accuracy and financial stewardship.

• Tool Proficiency Demonstration: Be prepared to discuss your practical application of project management tools (JIRA, Click Up) in managing project lifecycles and reporting.

Process Documentation:

• Workflow Design: Evidence of creating or refining project workflows to enhance clarity, efficiency, and collaboration within design teams.

• Implementation & Automation: Examples of implementing project management best practices or leveraging tool features for process automation and streamlined execution.

• Performance Analysis: Ability to track key project metrics and present performance analysis, demonstrating an understanding of how to measure operational success.

📝 Enhancement Note: While not explicitly requested, a strong portfolio demonstrating hands-on experience with process improvement and project management tools will be critical. Candidates should focus on quantifiable results and practical applications of their skills.

💵 Compensation & Benefits

Salary Range: For a Project Manager with 2-3 years of experience in Mumbai, India, the estimated annual salary range is typically between ₹6,00,000 and ₹10,00,000. This range can vary based on specific skills, the candidate's negotiation abilities, and the exact scope of responsibilities within PivotRoots/Havas Group. (Note: This is an estimated range based on industry benchmarks for similar roles in Mumbai. Actual compensation may differ.)

Benefits:

• Permanent Contract: Offers job security and stability within the Havas Group.

• Creative Work Environment: Opportunity to work in a dynamic and collaborative agency setting.

• Diverse Projects: Exposure to a variety of exciting design and creative projects.

• Equal Opportunity Employer: Commitment to fair employment practices.

• Potential for Growth: As part of a large group, there may be opportunities for career advancement.

Working Hours: The role specifies a "FULL_TIME" employment type, and the AI-estimated working hours are 40 per week. Standard Indian business hours (Monday to Friday, approximately 9:00 AM to 6:00 PM IST) are likely expected, with potential for occasional overtime during peak project periods.

📝 Enhancement Note: The salary estimate is based on current market data for Project Managers in Mumbai with 2-3 years of experience in agency or creative operations. Benefits are inferred from standard practices for full-time roles at established organizations like Havas Group.

🎯 Team & Company Context

🏢 Company Culture

Industry: Advertising & Marketing Communications (specifically within the digital and creative services arm).

Company Size: Havas Group is a large, global advertising and communications company with thousands of employees worldwide. PivotRoots, as part of this group, likely operates as a significant digital agency with a substantial team.

Founded: Havas Group has a long history, founded in 1835. PivotRoots was founded in 2016, indicating a more modern, digitally-focused entity within the larger conglomerate.

Team Structure:

• Operations Focus: The Project Manager will likely be part of a larger operations or project management office (PMO) team, or embedded within the creative/design department.

• Reporting: The role will likely report to a Senior Project Manager, Operations Director, or Head of Creative Operations.

• Cross-functional Collaboration: Expect to work closely with designers, UX/UI specialists, copywriters, strategists, developers, account managers, and client-facing teams.

Methodology:

• Agile/Hybrid Approaches: Creative agencies often employ agile methodologies or hybrid approaches to manage projects, balancing structured processes with the need for flexibility and iteration.

• Data-Informed Decision Making: While creative-led, operations will likely leverage data from project management tools to inform resource allocation, identify trends, and measure performance.

• Client-Centric Processes: Operations will be geared towards meeting client needs, deadlines, and quality expectations efficiently.

Company Website: https://www.havas.com/ (for Havas Group); PivotRoots website would be more specific if available.

📝 Enhancement Note: Understanding that PivotRoots is a digital agency within the Havas Group is crucial. This implies a fast-paced, client-driven environment where operational efficiency directly impacts creative output and client satisfaction.

📈 Career & Growth Analysis

Operations Career Level: This is a mid-level Project Manager role, focused on execution and operational management within the design and creative domain. It requires a solid foundation in project management principles and practical experience in a creative setting.

Reporting Structure: You will report to a more senior operations or department lead, with direct interaction with creative leads and project teams.

Operations Impact: Your role will be critical in ensuring the successful and profitable delivery of creative projects, directly impacting client satisfaction, team productivity, and the agency's ability to meet its business objectives.

Growth Opportunities:

• Senior Project Manager: Progression to managing larger, more complex, or strategic projects, potentially overseeing multiple projects or a portfolio.

• Operations Lead/Director: Moving into leadership roles, managing a team of project managers, refining operational strategies, and contributing to broader business process improvements.

• Specialization: Developing deep expertise in specific areas of creative operations, such as production management, resource planning, or agency-wide process optimization.

• Agile/Scrum Master Certification: Pursuing certifications to enhance skills in agile project management, which is highly valued in creative and tech-adjacent environments.

📝 Enhancement Note: The "UX" in the title, while unconventional for a PM, suggests an opportunity to grow into roles that optimize the "user experience" of internal teams and external clients through process excellence.

🌐 Work Environment

Office Type: On-site, indicating a physical office presence required in Mumbai. This suggests a collaborative environment where in-person team interaction is valued.

Office Location(s): Mumbai - Trade Star, Mumbai, Maharashtra, India. This is a specific business district location within Mumbai.

Workspace Context:

• Collaborative Hub: Expect a dynamic office space designed for teamwork, brainstorming, and client meetings.

• Tool Accessibility: Access to essential project management software, communication platforms, and potentially creative tools.

• Team Interaction: Opportunities for direct collaboration with diverse creative and operational professionals, fostering a strong team dynamic.

Work Schedule: The role is full-time, likely adhering to standard business hours in India. Flexibility may be offered, but the on-site nature points towards a structured schedule.

📝 Enhancement Note: The on-site requirement in a specific Mumbai business hub suggests a professional, potentially fast-paced agency environment where face-to-face collaboration is key to project success.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: HR or recruiter will likely conduct an initial screening to assess basic qualifications and cultural fit.

• Hiring Manager Interview: A deeper dive into your project management experience, understanding of design operations, and specific tool proficiency (JIRA, Click Up).

• Case Study Presentation/Practical Exercise: You may be asked to present a past project or complete a short exercise simulating a project management challenge, focusing on problem-solving and process.

• Team/Stakeholder Interviews: Meetings with potential team members or cross-functional stakeholders to assess collaboration style and communication skills.

• Final Interview: Potentially with a senior leader to discuss career aspirations and overall fit with Havas Group/PivotRoots.

Portfolio Review Tips:

• Quantify Achievements: For each case study, focus on measurable results (e.g., "reduced project completion time by 15%," "managed a budget of X and delivered Y% under budget").

• Highlight Process Improvement: Clearly articulate the problem, your proposed solution, and the operational impact of your process improvements.

• Showcase Tool Application: Demonstrate how you've effectively used JIRA, Click Up, or other PM tools to manage workflows, track progress, and report on key metrics.

• Tailor to the Role: Emphasize experience relevant to design and creative operations, even if your background is broader project management.

• Conciseness is Key: Present your most impactful work clearly and concisely.

Challenge Preparation:

• Scenario-Based Questions: Be ready for questions like "How would you handle a situation where a key designer is overloaded?" or "What steps would you take if a project is falling behind schedule?"

• Tool Application: Prepare to discuss specific scenarios where you used JIRA or Click Up to solve a problem or improve efficiency.

• Stakeholder Management: Think about how you communicate with difficult stakeholders or manage conflicting priorities.

📝 Enhancement Note: The emphasis on design operations means interviewers will look for an understanding of creative workflows, not just generic project management. Your ability to demonstrate practical application of tools and process improvement through your portfolio will be paramount.

🛠 Tools & Technology Stack

Primary Tools:

• JIRA: Essential for task management, bug tracking, workflow automation, and agile project management. Expect to demonstrate proficiency in creating and managing boards, tickets, workflows, and reports.

• Click Up: A versatile project management tool for task management, document collaboration, goal setting, and team communication. Familiarity with its features for organizing projects and teams is key.

• Other PM Tools: Experience with Asana, Trello, Monday.com, or similar platforms would be advantageous.

Analytics & Reporting:

• Reporting Features within PM Tools: Leveraging built-in reporting within JIRA and Click Up for project status, burndown charts, task completion rates, etc.

• Spreadsheet Software (Excel/Google Sheets): For detailed budget tracking, cost estimation, and custom reporting.

• Data Visualization Tools (Basic): While not explicitly mentioned, familiarity with creating basic charts or dashboards in tools like Excel or Google Data Studio could be a plus for presenting project status.

CRM & Automation:

• CRM Familiarity (Salesforce, HubSpot): While not a primary requirement, understanding how creative project timelines might interface with sales cycles or client management via CRM can be beneficial.

• Collaboration Platforms (Slack, Microsoft Teams): For daily team communication and updates.

• Document Management (Google Workspace, Microsoft 365): For storing and sharing project documentation.

📝 Enhancement Note: Deep proficiency in JIRA and Click Up is a strong requirement. Candidates should be ready to discuss how they use these tools not just for tracking, but for enhancing efficiency, identifying risks, and facilitating collaboration in a creative context.

👥 Team Culture & Values

Operations Values:

• Efficiency & Effectiveness: A strong drive to optimize processes, reduce waste, and ensure projects are delivered on time and within budget.

• Collaboration & Teamwork: Valuing open communication and the ability to work harmoniously with diverse creative and business professionals.

• Proactivity & Ownership: Taking initiative to identify issues, propose solutions, and take responsibility for project outcomes.

• Detail-Oriented Precision: A commitment to accuracy in tracking, reporting, and managing project details to avoid errors and ensure quality.

• Adaptability: The ability to thrive in a dynamic agency environment where priorities can shift.

Collaboration Style:

• Cross-functional Integration: Actively bridging communication gaps between creative, technical, and client-facing teams.

• Process Review & Feedback: Participating in regular reviews of project processes and providing constructive feedback for continuous improvement.

• Knowledge Sharing: Willingness to share best practices and insights on project management and operational efficiency with colleagues.

📝 Enhancement Note: The culture likely mirrors that of a fast-paced agency, where efficiency, collaboration, and client satisfaction are paramount. Demonstrating an understanding of these values will be key.

⚡ Challenges & Growth Opportunities

Challenges:

• Balancing Speed and Quality: Managing the inherent tension between tight deadlines in advertising/creative and maintaining high-quality deliverables.

• Managing Diverse Stakeholders: Effectively aligning the needs and expectations of various internal teams (design, strategy, accounts) and external clients.

• Resource Constraints: Optimizing resource allocation when creative teams are frequently at capacity or facing competing project demands.

• Adopting New Tools/Processes: Staying current with evolving project management technologies and adapting to new agency-wide systems or workflows.

• Navigating Ambiguity: Handling projects where scope may evolve or requirements are not fully defined at the outset.

Learning & Development Opportunities:

• Advanced Project Management Certifications: Pursuing PMP, PRINCE2, or Agile certifications to deepen project management expertise.

• Specialized Training: Gaining expertise in specific creative operations tools or methodologies.

• Mentorship: Learning from senior project managers or operations leaders within the Havas Group.

• Exposure to Global Practices: Potentially learning from or collaborating with international teams within the Havas network.

📝 Enhancement Note: This role offers a significant opportunity to hone skills in managing complex creative workflows and to grow within a global organization, providing exposure to diverse projects and operational strategies.

💡 Interview Preparation

Strategy Questions:

• Operational Efficiency: "Describe a time you identified a bottleneck in a creative workflow and how you resolved it. What was the impact?" (Focus on process mapping, solution, and quantifiable results).

• Tool Utilization: "How have you used JIRA or Click Up to improve team communication or project tracking on a past project?" (Be ready with specific examples of features used and their benefits).

• Stakeholder Management: "How would you handle a situation where a client requests a significant change late in the project lifecycle, impacting the timeline and budget?" (Demonstrate communication, negotiation, and solution-oriented approaches).

Company & Culture Questions:

• Agency Environment: "What interests you about working in a creative agency environment like PivotRoots/Havas Group, compared to other industries?" (Showcase understanding of the agency pace and client focus).

• Team Collaboration: "Describe your ideal working relationship with a design team." (Highlight your collaborative, enabling, and supportive approach).

• Impact Measurement: "How do you measure the success of a project beyond just on-time and on-budget delivery?" (Discuss client satisfaction, team efficiency, quality of output).

Portfolio Presentation Strategy:

• Structure Your Case Studies: Use a STAR method (Situation, Task, Action, Result) or similar framework to clearly articulate your role and impact.

• Visual Aids: If presenting digitally, use clear slides with visuals (e.g., sample timelines, workflow diagrams) to illustrate your points.

• Focus on Process: Emphasize the "how" – how you managed, how you improved processes, how you collaborated – not just the "what."

• Highlight Tool Usage: Integrate discussions of how specific tools enabled your project management success.

• Be Prepared for Q&A: Anticipate questions about your decisions, challenges, and alternative approaches.

📝 Enhancement Note: Prepare to discuss specific examples of how you've applied project management principles within a creative context, leveraging tools like JIRA and Click Up to drive efficiency and successful project outcomes.

📌 Application Steps

To apply for this Project Manager - UX position:

• Visit the Havas Group careers portal via the provided URL and submit your application.

• Tailor Your Resume: Highlight your experience in project management, design operations, timeline management, cost estimation, and proficiency with JIRA and Click Up. Use keywords from the job description.

• Prepare Your Portfolio: Select 2-3 impactful case studies demonstrating your project management skills, process improvement initiatives, and experience in creative environments. Be ready to discuss your quantifiable achievements.

• Research Havas Group & PivotRoots: Understand their client work, company values, and agency culture to tailor your responses and demonstrate genuine interest.

• Practice Interview Responses: Prepare for common project management and behavioral questions, focusing on specific examples that showcase your problem-solving and collaboration skills.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.

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