Agency Operation Manager

Key Responsibilities:

1. Daily Operations Management

• Oversee the day-to-day activities of the agency to ensure smooth and efficient operations.

• Act as the point of coordination between departments (creative, strategy, client services, media, production).

• Monitor and manage internal workflows to ensure deadlines and deliverables are met.

2. Process & System Optimization

• Develop and implement standard operating procedures (SOPs) to drive consistency and efficiency.

• Spot issues or delays in existing processes and develop effective solutions to improve efficiency.

• Maintain and improve agency tools and systems for project management, communication, and reporting.

3. Project & Resource Coordination

• Manage resource allocation and team scheduling across multiple accounts and projects.

• Track project timelines, deliverables, budgets, and resource utilization.

• Collaborate with project/account managers to ensure teams are aligned and work is delivered to standard.

4. Financial & Administrative Oversight

• Assist leadership with budgeting, forecasting, and cost tracking across projects.

• Oversee vendor contracts, third-party service providers, and procurement processes.

• Support invoicing, expense tracking, and reconciliation in coordination with the finance team.

5. Performance Monitoring & Reporting

• Track operational KPIs such as team utilization, project margins, delivery speed, and resource efficiency.

• Generate regular reports and insights for senior management to guide decision-making and planning.

• Use data to forecast future resource needs and potential operational risks.

Required Qualifications:

• 5+ years of experience in operations, project management, or resource management within a marketing, advertising, or digital agency.

• In-depth understanding of marketing agency structures, workflows, and team dynamics.

• Proficiency in project management tools (e.g., ClickUp, Asana, Trello, Monday.com) and communication tools (e.g., Slack, Microsoft Teams).

• Strong leadership, communication, and interpersonal skills.

• Demonstrated ability to manage multiple tasks and projects simultaneously with attention to detail.

• Strong analytical and problem-solving abilities with a data-driven mindset.

• Comfortable working in a fast-paced environment with shifting priorities.