At a Glance
- Tasks: Manage daily operations, improve workflows, and coordinate resources in a dynamic agency.
- Company: Join a vibrant mid-sized agency with a collaborative culture.
- Benefits: Enjoy a competitive salary, hybrid working, and strong career progression opportunities.
- Other info: Diverse and inclusive workplace that values every applicant.
- Why this job: Be a key player in a fast-paced environment and shape your future leadership role.
- Qualifications: Experience in agency operations and strong organisational skills are essential.
The predicted salary is between 60000 - 60000 € per year.
Salary: Up to £60,000
Contract: Full-time, permanent
Hours: 40 hours per week (5 days)
Hybrid working: 3 days in office / 2 days remote
Our client, a brilliant mid‑sized agency, is looking for an ambitious and proactive Operations Coordinator to join their growing team. This is a fantastic opportunity for a mid‑level operations professional who thrives in a fast‑paced environment and is ready to take ownership of day‑to‑day operational delivery, while building the foundations for a future leadership role.
This role will play a key part in ensuring the agency runs smoothly, efficiently, and profitably. The successful candidate will work closely with senior leadership, client teams, and freelancers to improve workflows, streamline processes, and support strong resourcing decisions across the business.
Key Responsibilities
- Agency Operations & Day‑to‑Day Delivery
- Supporting the smooth running of the agency across people, projects, and processes
- Acting as a central point of contact for operational queries across the business
- Identifying operational bottlenecks and helping implement practical improvements
- Ensuring consistent ways of working are followed across teams and projects
- Resourcing & Capacity Planning (Core Focus)
- Owning day‑to‑day resource coordination and scheduling across teams
- Maintaining accurate oversight of capacity, utilisation, and upcoming workload
- Working with team leads to forecast project needs and plan resource allocation
- Identifying resourcing gaps early and proposing solutions (reallocation, freelancers, hiring support)
- Supporting longer‑term planning by flagging workload risks and upcoming peaks
- Freelancer Management
- Managing the day‑to‑day process of booking freelancers, including rebookings and new hires
- Maintaining freelancer records, rates, availability, and onboarding requirements
- Ensuring freelancers are briefed, set up, and integrated smoothly into projects
- Acting as the operational point of contact for freelancer queries and admin
- Supporting approval processes for freelancer spend
- Project & BAU Support
- Providing coordination support across BAU agency projects, ensuring timelines and actions are tracked
- Supporting teams with project documentation and workflow consistency
- Assisting with internal reporting and project tracking where required
- Process, Systems & Tools
- Supporting ongoing improvement of agency systems, processes, and operational documentation
- Helping maintain and optimise tools used for resourcing, project delivery, and admin
- Identifying opportunities to automate or simplify recurring tasks
- Ensuring processes are clearly documented and shared across teams
- Budget Tracking & Reporting
- Tracking and monitoring budgets across projects, suppliers, and freelancers
- Flagging overspend risks early and supporting teams in keeping budgets on track
- Assisting in creating regular reporting for leadership on resourcing and costs
- Supporting internal financial admin and ensuring data is accurate and up to date
- Supplier & Vendor Management
- Managing supplier relationships and overseeing admin processes such as invoicing and renewals
- Tracking supplier contracts, usage, and costs
- Ensuring suppliers meet agreed timelines and expectations
- Onboarding Support
- Supporting onboarding processes for new employees and freelancers
- Coordinating operational setup including tools, access, documentation, and inductions
- Helping create a smooth and consistent onboarding experience
Skills & Experience Required
- Experience in an agency operations, resourcing, or project coordination role
- Strong understanding of capacity planning and resource allocation
- Confident managing multiple stakeholders in a fast‑moving environment
- Strong organisational skills and ability to manage competing priorities
- Excellent attention to detail, particularly around budgets, scheduling, and documentation
- Strong communication skills and confidence dealing with internal teams and external suppliers
- Comfortable working with systems and spreadsheets (Excel/Google Sheets essential)
- Able to identify issues and take initiative to solve them
Nice to Have
- Experience using resourcing or project management tools (Float, Monday.com, Asana, Trello, Harvest, etc.)
- Experience supporting finance teams with budget tracking or forecasting
- Exposure to operational process improvement or systems implementation
- A desire to grow into an Operations Manager / Operations Director career path
Why Apply?
- A key operations role within a high‑performing mid‑sized agency
- Hybrid working (3 days in the office / 2 from home)
- Strong progression potential for someone looking to step up
- A collaborative, energetic culture with plenty of variety
Sphere is an equal opportunities employer. We encourage applications regardless of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation, and any other protected status as required by applicable law. If you require any adjustments or additional support during the recruitment process for any reason whatsoever, please let us know.
Agency Operations Manager in London employer: Sphere Digital Recruitment Group
Join a dynamic mid-sized agency that champions a collaborative and energetic work culture, offering hybrid working arrangements to ensure a healthy work-life balance. With strong progression potential and a focus on employee growth, this role as Agency Operations Manager provides an excellent opportunity to take ownership of operational delivery while contributing to the agency's success. The company values diversity and inclusivity, making it an attractive employer for those seeking meaningful and rewarding employment.
Contact Detail:
Sphere Digital Recruitment Group Recruiting Team
StudySmarter Expert Advice🤫
We think this is how you could land Agency Operations Manager in London
✨Tip Number 1
Network like a pro! Reach out to your connections in the industry and let them know you're on the hunt for an Agency Operations Manager role. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the agency's culture and values. Tailor your responses to show how your experience aligns with their needs, especially around operations and resource management. This will help you stand out as the perfect fit!
✨Tip Number 3
Practice makes perfect! Conduct mock interviews with friends or family to get comfortable discussing your skills and experiences. Focus on how you've tackled operational challenges in the past, as this will be key for the role.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive about their job search!
We think you need these skills to ace Agency Operations Manager in London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Agency Operations Manager role. Highlight your experience in operations, resourcing, and project coordination, and don’t forget to showcase your strong organisational skills!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you’re the perfect fit for this role. Mention specific examples of how you've improved workflows or managed resources effectively in previous positions.
Show Off Your Skills:Don’t hold back on showcasing your skills! Whether it's your knack for budget tracking or your experience with project management tools, make sure we see what you bring to the table.
Apply Through Our Website:We encourage you to apply through our website for a smoother application process. It’s the best way for us to receive your application and get you one step closer to joining our team!
How to prepare for a job interview at Sphere Digital Recruitment Group
✨Know Your Operations Inside Out
Before the interview, make sure you understand the key responsibilities of the Agency Operations Manager role. Familiarise yourself with concepts like capacity planning and resource allocation, as well as the tools mentioned in the job description. This will help you speak confidently about how your experience aligns with their needs.
✨Showcase Your Problem-Solving Skills
Be prepared to discuss specific examples where you've identified operational bottlenecks and implemented improvements. Think of situations where you managed multiple stakeholders or streamlined processes. This will demonstrate your proactive approach and ability to thrive in a fast-paced environment.
✨Communicate Clearly and Confidently
Strong communication skills are essential for this role. Practice articulating your thoughts clearly, especially when discussing your past experiences. Use the STAR method (Situation, Task, Action, Result) to structure your answers, making it easier for the interviewer to follow your thought process.
✨Ask Insightful Questions
At the end of the interview, have a few thoughtful questions ready. Inquire about the agency's current challenges in operations or how they measure success in this role. This shows your genuine interest in the position and helps you assess if the company is the right fit for you.
