Job Overview:
We seek a highly organized and efficient operations leader to oversee seamless execution of internal operations and resource allocation within our dynamic creative agency. The ideal candidate combines strong operational acumen with a deep understanding of event processes, optimizing workflows and ensuring timely delivery. They enjoy administrative work and have an eye for detail, driving organization and updates daily.
Key Responsibilities:
1. Assist the Director of Operations in running internal operations across departments.
2. Maintain and improve internal processes, systems, and documentation to drive efficiency and clarity.
3. Policy Documentation:
* Lead on keeping these up-to-date, orderly, and filed.
* Curate new documents as needed.
4. Leads weekly check-ins with various teams and departments.
5. Resourcing & Scheduling:
* Manage agency resourcing, working with project leads and department heads to allocate staff effectively.
* Manage weekly resource planning meetings and keep the resourcing schedule up-to-date.
* Track capacity, highlight pinch points, and flag gaps or overloads early.
6. Support freelance and contractor onboarding for smooth integration into teams.
7. Freelance Management:
* Manage and build out the freelance base for events teams.
* The freelance base acts as an extension of account teams and scales-up during busy periods.
8. On-going recruitment is crucial.
9. Build relationships with key freelancers, share new talent with teams, onboard new freelance talent onto the FUEL system, and keep availability updated.
10. Manage all freelance costs on projects; negotiate fees and manage invoicing.
11. Manage all documentation: NDAs, SOWs/Contracts, etc.
12. New Enquires/Pitches:
* Own new opportunities channels and filter information down to be resourced.
* Own E-Tenders account.
13. Have the ability to read through tenders and curate small briefs for senior management.
14. Manage ERP System (Scoro) and support back-end needs.
15. Responsible for onboarding new staff through all ops systems.
16. Lead internal/external training programs.
17. Support office and facilities needs as required.
18. Culture & Communication:
Help foster a positive, collaborative, and solution-driven culture, ensuring clear communication across the agency.
19. Reporting & Insights:
Track operational and resourcing KPIs, prepare reports, and provide insights to the Director of Operations and senior leadership.