Transformation Project Manager

About the Role

The Transformation Project Manager owns the delivery of HarvestROI's HubSpot transformation engagements. This is not a coordination role. The Transformation PM is a delivery leader who drives accountability, protects scope, manages risk proactively, and ensures the client receives a production-ready HubSpot system that achieves the business outcomes defined at the start of the engagement.

Equally important, they are responsible for delivering an exceptional client experience: building trust, maintaining clear and proactive communication, and ensuring the client feels confident, supported, and successful at every stage of the transformation.

The PM operates in partnership with the Solutions Architect, who owns the technical design and client advisory relationship, and is accountable for the delivery vehicle: timeline, backlog, communication cadence, phase gate sign-offs, Change Request process, and client health during execution.

Note: The Transformation PM does not own strategic recommendations, solution design, or the commercial client relationship. Those belong to the Solutions Architect. The PM owns how and when the solution gets built, and ensures the client always knows exactly where their project stands, with no surprises and a consistently high-quality experience of the delivery process.

Reports To: VP of Operations
Department: Client Services
Employment Type: Full-Time

Key Accountabilities

Delivery Leadership & Project Execution

• Own the full delivery lifecycle of every transformation engagement — from blueprint sign-off through hypercare close-out

• Build, maintain, and actively manage the project workplan in ClickUp — sprints, milestones, task assignments, dependencies, and due dates updated in real time

• Run biweekly sprint planning and sprint demo sessions — PM facilitates, SA provides technical input

• Drive every phase gate: coordinate deliverable completion, manage the sign-off process, and ensure no phase begins without the prior gate formally passed

   

• Track milestone health daily — surface blockers within 24 hours, resolve or escalate within 48

• Ensure every ClickUp task has an owner, due date, and clear description at all times — zero ambiguous or floating tasks

Risk Management & Scope Control

• Own and maintain the RAID Log for every active engagement — logging all risks, actions, issues, and decisions within 24 hours of identification

• Surface High severity risks to the Director of Client Services immediately — not at the next scheduled meeting

• Own the Change Request process end-to-end: identify scope additions, prepare the CR document, route for internal approval (tiered by size), present to the client, and track written approval before any work begins

• Hold the scope line professionally — no out-of-scope work proceeds without a signed CR, regardless of who requests it

• Monitor budget burn weekly — flag at 80% consumption and proactively communicate timeline or scope adjustments

Client Communication & Relationship Management

The PM is responsible for delivering a structured, proactive, and high-trust client experience—not just executing communication tasks, but ensuring every interaction reinforces clarity, confidence, and momentum.

• Serve as the primary client contact for all delivery-related communication — the client knows to come to the PM for timeline, status, scope, and logistics questions

• Distribute a written weekly status report to every client every Monday, without exception — covering status, accomplishments, upcoming priorities, risks, and decisions needed

• Facilitate all client-facing meetings — kickoff sessions, weekly syncs, sprint demos, and phase gate reviews — with prepared agendas distributed in advance

• Send same-day written follow-ups after every client meeting documenting decisions, action items, and next steps

• Respond to client Slack messages within 4 business hours — escalate immediately if unable

• Co-own client health during execution with the SA — surface satisfaction concerns early, never wait for the client to raise a problem

HubSpot Knowledge & Technical Fluency

• Maintain working knowledge of HubSpot's CRM Suite — sufficient to understand what is being built, anticipate complexity, and communicate accurately with clients and the SA

• Understand HubSpot's core objects (Contacts, Companies, Deals, Tickets), pipeline architecture, workflow logic, and reporting capabilities well enough to assess feasibility of scope changes

• Read and interpret the Solution Blueprint — the PM must understand what the SA has designed to effectively manage its delivery

• Recognize when client requests represent HubSpot platform limitations vs. scope additions — and respond accordingly

• Coordinate AdoptionHub training delivery: understand the training curriculum, track completion rates, and gate go-live on confirmed training milestones

• Stay current on HubSpot product updates that may affect active engagements — flag relevant changes to the SA proactively

Quality Assurance & Enablement

• Drive the UAT process — coordinate test execution, track defect resolution in ClickUp, and confirm all acceptance criteria are met before advancing to go-live

• Coordinate AdoptionHub training enrollment and track completion — no go-live proceeds without confirmed training milestones met

• Own the Go/No-Go checklist process — facilitate the formal review meeting and secure written client sign-off before any production deployment

• Maintain engagement documentation in ClickUp — every phase, every decision, and every sign-off traceable and accessible to any team member without needing to ask the PM for context

• Contribute to post-engagement retrospectives — deliver the engagement summary pre-read, facilitate the internal review, and submit the retro output document to the Director of Client Services

Internal Operations & Continuous Improvement

• Participate actively in the biweekly Transformation Project Review — come prepared with accurate project health data, escalate blockers, and bring solutions not just problems

• Attend weekly PM Team meetings — contribute to team scorecard reviews, surface patterns, and engage in peer coaching

• Log time daily and enforce time hygiene across the project team

• Recommend improvements to ClickUp templates, SOPs, and delivery processes based on patterns observed in active engagements

Client Delivery & Enablement

• Support Go-Live readiness, ensuring systems are functional, accurate, and scalable

• Deliver executive-level summaries of architecture and outcomes

• Train client stakeholders on system design, structure, and reporting usage

• Ensure smooth handoff to Client Success or ongoing support teams

Non-Negotiables

Every HarvestROI Transformation PM upholds these six standards without exception. These are the minimum operating standard for this role.

GWC™ (Gets It, Wants It, Capacity to Do It)

✅ Gets It

• Deeply understands that a PM's power is in delivery excellence — not strategy or technical design — and operates accordingly
• Grasps the difference between coordinating tasks and leading delivery: the PM drives outcomes, holds accountability, and makes things happen
• Understands HubSpot's platform well enough to have credible conversations with clients and the SA about what is being built and why it matters
• Understands that scope discipline, proactive communication, and risk management are not bureaucracy — they are what creates client trust

✅ Wants It

• Genuinely motivated by delivery excellence — feels satisfaction when a project closes on time, on budget, with a client who experienced zero surprises
• Takes personal ownership of client outcomes — not just task completion
• Wants to grow as a strategic delivery leader, not stay in a coordination role
• Energized by process, structure, and rigor — understands these as the foundation of great client service, not obstacles to it

✅ Capacity to Do It

• Proven ability to manage multiple simultaneous transformation engagements without sacrificing quality or communication on any of them
• Can facilitate complex client conversations — including difficult ones about scope, budget, and timeline — with professionalism and clarity
• Operates effectively alongside a Solutions Architect and defers to SA technical expertise while maintaining delivery authority
• Maintains delivery rigour under pressure — doesn't cut corners on documentation, RAID logging, or status reporting when things get busy

Core Values Alignment

• Quality – Every deliverable (status report, sprint demo, gate document) is reviewed before it leaves the PM's hands. Good enough is not the standard.

• Client First – The client's experience of this engagement is the PM's responsibility. They should feel informed, respected, and confident at every stage, with no surprises and a clear sense that the project is well-managed and under control.

• Accountability – The PM owns project outcomes, not just activities. When something goes wrong, the PM surfaces it immediately and drives the resolution.

• Collaboration – Works in genuine partnership with the Solutions Architect, not as a subordinate or a gatekeeper, but as a peer with a distinct and complementary accountability.

• Continuous Improvement – Uses every engagement retrospective as a real learning opportunity. Recommends process improvements based on what the field reveals.

Qualifications & Experience

• 3+ years of project management experience in a client-facing, technology consulting, or SaaS implementation environment

• Demonstrated experience managing complex, multi-phase technology projects — not just task tracking or coordination

• Working knowledge of HubSpot CRM — comfortable discussing pipelines, workflows, objects, and integrations without technical support

• Proven experience with structured project management methodologies (Agile, Scrum, hybrid sprint-gate models)

• Exceptional written communication skills — status reports, meeting follow-ups, and escalations are clear, concise, and always on time

• Experience with ClickUp, Asana, or equivalent project management platforms — including custom fields, views, and automation

• Demonstrated ability to hold scope, manage CRs professionally, and protect project budget without damaging client relationships

 Preferred

• HubSpot certifications — HubSpot CRM, Sales Hub, Marketing Hub, or Operations Hub

• PMP, PMI-ACP, or CSM certification — demonstrates commitment to the craft of project management

• Experience working in a RevOps, marketing operations, or sales operations consulting context

• Familiarity with RAID logging, phase-gated delivery models, and formal change control processes

• Experience using Slack Connect, Loom, and AdoptionHub (or equivalent training platforms) in client-facing roles
  
  

Tools & Systems

• HubSpot CRM Suite – Deep familiarity required. The PM must understand what is being built and communicate about it credibly with clients and the SA.

• ClickUp – Source of truth for all delivery. Workplan, sprint backlog, RAID log, CR log, and client health scores all live here. PM owns ClickUp hygiene.

• Slack Connect – Primary client communication channel. PM manages the client's shared channel and responds within 4 business hours.

• AdoptionHub (Supered) – Client training platform. PM coordinates enrollment, tracks completion, and gates go-live on confirmed training milestones.

• Loom – Sprint demos, async client updates, and training walkthroughs. PM records and distributes Loom links in Slack and ClickUp.

• Lucidchart – Process maps and architecture diagrams. PM ensures all diagrams referenced in the SA's blueprint are linked in ClickUp.

Why HarvestROI?

HarvestROI isn’t your average consulting firm—we’re on a mission to build smarter, more sustainable business processes that drive real results. Here’s what you can expect when you join us:

What’s It Like Working at HarvestROI?

• Mission-Driven: Every project is about creating meaningful impact for our clients.

• Collaborative Culture: We work as one team, supporting and learning from each other every day.

• Growth Opportunities: Rapidly growing company means chances to shape your own path.

• Modern Tools & Methods: We use the latest process architecture techniques and technology stack.

• Flexibility: Hybrid work model, with remote-first mindset and supportive management.

• People-First: We care about our team’s well-being, professional development, and work-life balance.

• Recognition: Your expertise is valued—your voice will be heard.

Ready to Make an Impact?

HarvestROI is intentionally building a PM team of delivery leaders, not coordinators.

This role requires someone who takes genuine ownership, operates with discipline and structure, and brings the client confidence that their project is in capable hands.

The right person for this role is energized by complexity, accountability, and the satisfaction of delivering something that genuinely changes how a business runs.

Apply today or reach out to learn more about what it’s like to work at HarvestROI.