Design Project & Product Manager

Company Description:

Xplanned is a creative studio that operates at the intersection of Design, Branding, and Applied Technology. The team collaborates with clients to develop innovative visual identities, digital experiences, and integrated brand solutions. Xplanned values multidisciplinary thinking, combining strategic insight with creative execution to deliver impactful work. The studio offers an environment where design professionals can contribute to a wide range of projects and grow their skills in both creative and technical domains.

Role Description:

We are seeking a detail-oriented Project & Product Manager with strong experience in creative agency, design studio, or digital product environments. This role focuses on keeping projects organized, on schedule, and within scope, while also managing digital product initiatives. You will support our design and development teams in delivering high-quality work for corporate and enterprise clients in healthcare, engineering, and architecture.

The ideal candidate combines structured planning with clear client communication and understands how to manage deliverables against a defined scope of work. Experience with branding or exhibit design projects is a plus.

*Salvador, Brazil based preferred.

Key Responsibilities:

1 - Workload Planning

• Plan and allocate tasks across the design team based on capacity and priorities
• Balance workload across multiple concurrent projects
• Track retainer hours against monthly allocations
• Identify resource gaps and flag capacity issues early

2 - Schedule Management

• Build and maintain project timelines from kickoff to final delivery
• Track milestones, deadlines, and review windows
• Flag risks and delays before they impact delivery
• Keep internal and client-facing schedules up to date

3 - Client Coordination & File Requests

• Request, track, and organize files, content, and feedback from clients
• Follow up on pending items to keep projects moving
• Consolidate client comments and communicate them clearly to the design team
• Maintain organized file structures and project documentation

4 - Project Submission Review

• Review deliverables against the signed scope of work (deliverables, revision rounds, exclusions)
• Check content for accuracy, completeness, and consistency
• Perform general QA before client submission (typos, alignment, file formats, naming)

Qualifications:

• 3+ years of project management experience in a creative agency, design studio, or client-service environment
• Ability to read and interpret scopes of work and contracts
• Strong organizational and time management skills
• High attention to detail
• Ability to manage multiple projects and deadlines simultaneously
• Proficiency in project management tools (Asana, Notion, Monday, or similar) and Google Workspace
• Familiarity with Adobe Creative Suite and design file formats (preferred)
• Familiarity with AI tools (Gemini, Claude, ChatGPT...)
• Fluent in English (office language)
• Experience working with corporate or enterprise clients (preferred)
• Experience with branding, publication, or exhibit design projects (plus)

Please submit a resume and a short description of a project you managed from start to finish upon application.