Operations Manager

Agency operations

• Manage the day-to-day operations of the agency.
• Develop and maintain efficient workflows, processes, systems, and internal procedures.
• Coordinate priorities across creative, digital, production, events, content, and client service teams.
• Ensure projects move efficiently from briefing through production, approval, delivery, and closeout.
• Identify operational issues and implement solutions before they affect client delivery.

Project & workflow management

• Maintain the agency's master project schedule and production calendar.
• Track project deadlines, deliverables, dependencies, approvals, and outstanding actions.
• Ensure project briefs, timelines, quotations, purchase requirements, and client approvals are properly documented.
• Conduct regular project status meetings and follow up with responsible team members.
• Escalate delays, scope changes, resource conflicts, and other risks to management.

Resource management

• Coordinate staff, freelancers, photographers, videographers, designers, developers, printers, production companies, and other external suppliers.
• Allocate resources based on workload, project priorities, budgets, and deadlines.
• Monitor team capacity and recommend additional freelance or production support when required.
• Maintain relationships with reliable suppliers and service providers.

Financial & administrative coordination

• Work with management and accounts to monitor project budgets, supplier costs, quotations, invoices, and outstanding payments.
• Ensure external costs are approved before commitments are made.
• Support procurement and supplier negotiations.
• Maintain accurate project and operational records.
• Assist management with agency budgets, forecasts, and cost controls.

Team management

• Help create a disciplined, accountable, and productive working environment.
• Monitor attendance, deadlines, workflow, and completion of assigned tasks.
• Support onboarding of new employees and freelancers.
• Coordinate internal meetings and ensure agreed actions are completed.
• Assist management with performance monitoring and operational KPIs.

Quality & delivery

• Ensure final deliverables meet approved specifications before release to clients.
• Confirm that files, artwork, videos, digital assets, production materials, and other deliverables are properly archived.
• Ensure projects are closed out with all required documentation and final files.

• Percentage of projects delivered on time.
• Percentage of projects delivered within approved budgets.
• Reduction in missed deadlines and workflow bottlenecks.
• Resource utilization and team productivity.
• Supplier performance and cost control.
• Accuracy of project tracking and documentation.
• Internal and client satisfaction with agency delivery.

• Strong organizational and project management skills.
• Excellent attention to detail.
• Ability to manage multiple projects simultaneously.
• Strong problem-solving and decision-making ability.
• Excellent communication and interpersonal skills.
• Ability to manage deadlines and work effectively under pressure.
• Commercial awareness and understanding of project budgets.
• Strong administrative and documentation skills.
• Ability to coordinate creative and technical teams without unnecessarily restricting the creative process.

• 3–5 years' experience in operations, project management, agency management, events, marketing, media, production, or a related environment.
• Experience working within a creative, advertising, digital, production, communications, or events agency is strongly preferred.
• Experience managing suppliers, budgets, schedules, and multidisciplinary teams.