One of SA's leading brands is looking for a dynamic and efficient Head of Operations to run their busy in-house agency. The agency would like to become a trailblazer in industry and needs an operational expert to build it.
The role in a nutshell :
Build, organise, implement, track and oversee the daily operations of the agency, in a well-coordinated and productive way by managing its procedures and coaching its people.
Working closely with the Head of Studio, duties include :
Responsible for ensuring that the client base is provided with the service that it expects, refining day-to-day operations, with a high level of efficiency and helping maintain growth.
1. Operational process implementation, development , maintenance and continuous recommendations
2. Routine implementation, maintenance and management
3. Traffic manager and custodian of resource allocation and project planning with AD and ECD
4. Team development and growth (including HR and training)
5. Direction and support of account and project directors
6. Administrative tasks of getting team members set-up at the client, escalating and sorting out IT Issues, systems, updating onboard and welcome pack, sorting out and setting up new comers etc
Collaborate with executive management to build out the business operations strategy, goals and infrastructure for Ops and drive strategic direction and planning thereof
Create and manage the production team’s work order and timeline
Manage internal expectations with project progress
Using agile methodology, motivate, collaborate and manage the in-house content team to execute projects to brief
Solid understanding of scoping requirements and resources required for projects
Accountable for building and maintaining Ops infrastructure and internal workflows for maximum efficiency, productivity and effectiveness.
Responsible for team development and team health : Build strong relationships, foster good team spirit with both clients and agency team
Liaise with Head of Studio to make decisions for operational activities and set strategic goals
Plan and monitor the day-to-day running of the agency to ensure smooth progress
Revise and / or formulate policies and promote their implementation
Regularly evaluate the efficiency of the agency's procedures according to the agency objectives and continually apply and suggest improvements
Manage procurement processes and coordinate material and resource allocation
Review and report on project financial status for clients in conjunction with AD
Manage and evaluate overall team performance by actively (and continually) reporting on value add, time and delivery efficiencies and report back to Head of Studio
Coach individuals to improve their performance, motivation, and success
Collaboratively review client health with AD and head of studio and help set and communicate goals
Collaborate with team to strategise, execute and support growth of agency, client accounts and team
Participate in the development of systems that allow teams to demonstrate clear and measurable value to client relationships
Understand and track project scope in order to achieve agency growth
Coordinate performance review process : people, teams, projects in conjunction with the Head of Studio
Identify and seize opportunities to deliver cost savings and operational efficiencies across the agency
Lead, inspire and motivate teams to understand and live’ company values and to deliver commercial goals and ambition
PRODUCTION TRAFFIC CONTROL
Coordinating the necessary designers, studio, creative / art directors and necessary freelancers if required in conjunction with the ADs and ECDs
Ensure that Content Production, Community Management and Insights teams are briefed effectively and that they are aware of their deliverables.
Escalate concerns around process gaps that affect the delivery of projects and flow of work.
Management and maintenance of Resource Allocations software (WorkBook)
Ensure that projects are delivered on time and to spec.
Build an understanding of the content creation and production process
Responsible for a diverse set of administrative tasks in running the agency
Back-end office admin and paperwork and incidence reports to set up staff and team
Maintain office services by organising office operations and procedures
Design filing systems
You must have experience of running advertising agency operational processes
You must have experience of reviewing internal team performance and reporting / planning accordingly.
Excellent organisational and leadership abilities
Outstanding communication and people skills
B.Sc / B.A in business administration or relevant field; M.Sc / MA will be a plus
Management experience (people, process, and presentation skills)
Agency experience (marketing, production, PR, creative OR related experience)
Attention to detail
Organised and efficient
Ability to multi-task
5 7 years experience in Director of Ops role with proven experience in this role or equivalent position
Must have been in a senior managerial position
Ideal candidates should have experience in heading up the operations department of a digital marketing agency, with a strong understanding of digital strategy, digital creative and digital media planning