Operations Manager

You are known for always being on time. Being the most accountable person in your friend group. And you love being known for this. 

You are the kind of person who always has a notebook handy, taking notes. You know that relying on memory is where mistakes happen. 

Utilizing software to keep track of everything, allowing everyone to know where they should be focused, gives you calm. Allows you to see the status of your projects and being able to communicate effectively. 

You aren’t afraid of holding people accountable to timelines, asking them where things are, and being sure that the overall project timeline is met. 

You want to be part of a growing agency, one that you can call home. Being able to make your mark, helping make the agency operations hum like it never has before. You not only are up for this challenge, but it excites you. 

The person in this vital role will provide innovative, kick-ass leadership in designing and executing our process (SOPs); making data-driven, evidence-based optimization decisions; hitting our KPIs; while inspiring the creative team to work collaboratively in achieving client goals. 

The Operations Manager must be adept at enforcing standard operating procedures (SOPs), as well as bringing forth recommendations for new or improved SOPs, ensuring that operational objectives are met, and implementing projects as needed.

RESPONSIBILITIES

Human Resources & IT

• Oversee payroll, recruitment, and benefits administration.
• Draft and maintain agency SOPs and manage the employee handbook.
• Manage onboarding of employees and contractors, including compliance with 3rd party platforms and IT communication.
• Maintain subscriptions and licenses for 3rd party apps, ensuring smooth operations.

Budgeting and Resource Management

• Work closely with the account and production teams on project-based tasks such as generating job tickets, project estimates, and managing approvals.
• Manage time tracking and FTE platforms, while monitoring project scopes.
• Generate financial reports post-project and analyze resource utilization.
• Oversee resource allocation for both employees and contractors.

Financial Tracking

• Collaborate with external vendors for bookkeeping, accounting, and legal tasks.
• Manage client invoicing, collections, and bill payments, as well as vendor invoice tracking.
• Handle insurance administration, SOW/contracts archive, and maintain financial records in QuickBooks.
• Oversee quarterly closes and maintain financial compliance with external accountants.

IDEAL CANDIDATE QUALITIES

• Efficient Organizer: You excel at managing multiple projects and resources simultaneously.
• Analytical Thinker: Strong ability to interpret data, optimize processes, and make decisions backed by evidence.
• Proactive Leader: You can foresee potential issues and act swiftly to avoid disruptions.
• Communicative: Skilled in effective communication with various stakeholders, including clients, vendors, and team members.
• Adaptive: Ability to shift strategies quickly to meet changing conditions.

QUALIFICATIONS

• Education: Bachelor’s degree in Business Management, Project Management, or a related field.
• Experience: Minimum of 5 years in operations or project management, ideally within a creative agency.
• Skills: Proficiency in project management software, financial acumen, and expertise in resource allocation.
• Communication: Outstanding written and verbal communication skills.

Example Day in the Life of an Operations Manager

• 9:00 am: Start the day by reviewing resource allocation, utilization rates, and active project scopes. Make adjustments as needed to ensure optimal use of staff and contractors.
• 9:30 am: Lead a daily stand-up meeting with project leads and the account team to discuss project status, potential roadblocks, and any adjustments required for timelines or budgets.
• 10:30 am: Review time tracking data and ensure all team members are accurately logging their time. Check for any deviations from the project estimates and approve or revise as necessary.
• 11:30 am: Oversee payroll tasks, including compliance checks, benefits administration, and any pending W9 or payroll paperwork. Communicate with IT to address any employee requests or system issues.
• 12:00 pm: Lunch break.
• 1:00 pm: Meet with the finance team to review ongoing project budgets, forecast upcoming expenses, and ensure all bookkeeping tasks are up-to-date. Collaborate on client invoicing and collections, as well as vendor invoice reconciliations.
• 2:00 pm: Prepare and distribute post-project financial reports and analysis, noting key learnings, any scope overages, and recommendations for future projects.
• 3:00 pm: Oversee the onboarding of new employees or contractors, ensuring they are integrated into the agency’s systems (SOPs, HR policies, IT platforms) and have the necessary tools to succeed.
• 4:00 pm: Meet with project managers to review SOWs, contracts, and any pending approvals for new or ongoing projects. Ensure all documentation is archived properly for future reference.
• 5:00 pm: Wrap up the day by reviewing financial tracking data, ensuring accurate daily entries in QuickBooks, filing receipts, and addressing any urgent client or team concerns.
• 6:00 pm: Set priorities for the next day, focusing on staffing needs, upcoming project deadlines, and financial tracking tasks to ensure continued operational efficiency.