Resource and Operations Manager

Resource and Operations Manager – Social Media Marketing Agency:

Up to £66K depending on background and experience level.

I\’m hiring for a global social media marketing agency offering bespoke, end-to-end services to our clients. Their rapidly growing team of creatives, strategists, designers, editors, and account managers work together to create impactful content for our list of global brands, covering a broad range of industries, from fashion to food to finance.

They\’re seeking an enthusiastic individual to join our team as an Operations & Resource Manager, responsible for overseeing resource planning, and operational processes, and ensuring the seamless execution of agency projects for our current and forthcoming clients.

About the Role

We are looking for a highly organized and motivated Operations & Resource Manager to oversee and optimize the day-to-day operations of our agency. This role is instrumental in managing critical tools, processes, and resources to ensure seamless project execution, while implementing new systems to enhance operational efficiency. The successful candidate will be a leader and a doer—ready to roll up their sleeves to manage tasks directly while maintaining a strategic focus.

Key Responsibilities

1. Revenue Pipeline Management:

• Oversee and maintain HubSpot as the primary revenue pipeline tool in coordination with the New Business Development team, Finance, and account leads.
• Ensure all projects are accurately tracked in HubSpot, from proposals to completion.

2. Resource Management:

• Own and manage resources across the agency, providing the Management team with a clear capacity overview for the month ahead.
• Lead weekly resourcing meetings with divisional heads to address any resource, project, or staffing challenges.
• Anticipate resource and skill gaps by analyzing client proposals or requests, ensuring proactive planning and solutions.
• Build and maintain a strong network of third-party contacts and an agency database of suppliers, freelancers, and emerging talent.
• Confirm freelance staffing needs with divisional leads, liaising with HR to manage NDAs/contracts, negotiate terms, and update the freelance tracker for reconciliation.
• Generate weekly, monthly, and quarterly staff utilization reports, offering insights and solutions to improve resource and project efficiency.
• Oversee third-party suppliers, including freelancers and external partners, while collaborating with HR to ensure the database is up-to-date and effectively managed.

3. Process Design and Implementation:

• Design, build, and implement end-to-end processes for proposals, pitching, and campaign management. Establish controls and standard operating procedures across the business.
• Create and implement policies for data management, quality assurance, operations, and related areas.

4. Shared Drive Management:

• Manage shared drives, ensuring access meets security standards and aligns with internal processes.
• Administer Google Suite and Workspace, including managing and controlling access to various drives, reviewing access permissions monthly, and ensuring robust security measures are implemented. Responsibilities include setting up controls such as notifications for drive creation and new access requests. A strong understanding of the Google Admin Console is essential for this role.
• Conduct periodic reviews to ensure efficient organization and compliance.

5. Knowledge Management:

• Manage the repository for learnings, creative assets, and case studies, ensuring easy accessibility for teams.
• Develop systems to centralize and share insights effectively across the organization.

6. IT and Tools Management:

• Oversee tools access, security processes, and IT asset inventory (e.g., password resets, hardware database, wifi access).
• Lead initiatives to improve IT security and manage certifications.

7. Project Closing and Reporting:

• Manage the project closing process, including reviewing final P&Ls, ensuring case studies are completed, and updating HubSpot stages appropriately.

8. Timesheet and Utilization Reporting:

• Oversee the timesheet process, generating utilization reports and providing insights to improve efficiency.

9. Awards and Certifications:

• Manage submissions for industry awards and certifications to elevate the agency’s profile.

10. Finance & Account Payables Process:

• Collaborate with the Finance team to review and optimize the agency’s account payables process.
• Ensure timely and accurate processing of supplier invoices, freelancer payments, and third-party vendor accounts.
• Develop and implement workflows to streamline approvals, invoice reconciliation, and payment scheduling.
• Oversee and maintain a centralized database of approved vendors, freelancers, and suppliers for financial tracking.

Get in touch and apply below to find out more!