Operations Manager

**JOB TITLE**

Operations Manager

**Location**

Sydney

**REPORTING STRUCTURE**
- Directly to Head of Project Management
- Working closely with the following department heads; ECD and Creative Directors, Strategy Partner, Managing Director, Financial Controller and Head of Digital.

**GENERAL DESCRIPTION**

The Operations Manager is primarily responsible for managing efficient workflow and resource allocation across The Works Sydney. This is a pivotal role in the agency as this role is the gatekeeper of process and TWS project champion of living and breathing our mission "To be significant".

**MAIN DUTIES**

**Resource Allocation**
- Work with department heads to identify best resource allocation ensuring the right people are on the right jobs.
- Work with the leadership team, on occasions attending meetings, to ensure all aware of delivery issues and requirements
- Own and manage all people, projects and weekly resourcing in our project resource tool, Harvest.
- Meet with Project Management teams to work out resourcing requirements on a weekly basis.
- Identify where we require freelance need and manage within the freelancer monthly budget, working with the Managing Director and Financial Controller.
- Ensure our teams are being given enough time and resource to create work that is worthy of attention. This includes ensuring that the scope is estimated and re-estimated appropriately and managing the cost approval process.
- Manage the Investment and Job Write off process to ensure all Investment of hours is approved by the Exec Team.
- Maintain a high-quality resource pool of freelancers to ensure the work standards remain high when we outsource.
- Manage unbilled time to ensure all time is approved by the Managing Director.
- Work with Department Heads to plan and achieve the department utilisation and profitability targets. Provide a monthly snapshot of the performance to the departments with proactive improvement ideas.
- Manage the holiday calendar to pre-empt resourcing needs.

**Workflow Efficiencies & Utilisation**
- Escalate people & project delivery issues to Creative Partners & Managing Director
- Proactively, and continuously, look for ways to improve the workflow and utilisation, including management of and choice of the best project tools and tech.
- Ensure all resourced team members are working to capacity across billable and proactive work.

**Trafficking**
- Responsible for daily trafficking across Creative, Digital, Design, Social, Content & Studio teams.
- Checking all designer briefs are in Podio and have all the relevant information included.
- Checking in with daily with design team to ensure they have all the necessary information and specs.
- Chasing project management to ensure briefs are completed.

**Project Processes**
- Be the guardian of best practice processes throughout the agency.
- Problem solve on all agency project and resourcing issues.
- Ensure an accurate process is documented and up to date at all times.
- Amend and update the processes to deliver a market leading way of working that delivers to client and team needs.
- Work to an integrated and flexible process and resourcing model that is customer first with digital at the heart.
- Maintain a high level of Quality Control through the process to ensure we deliver accurately on time and on budget.
- Provide training to agency teams on process as and when needed.
- Input to new starters inductions on the process and ways of working for perm, temp and freelance personnel.

**IT**
- Be the main liaison with our IT partner to ensure all staff have the IT equipment they need, that they are taught to use the tools and system.
- Consider and propose new more effective technology solutions for our team IT needs.
- Look at Capex and office /tech requirements and work with the Managing Director to get the required needs.

**Staff management**
- Manage the Experience Co-ordinator to ensure the office is run smoothly, is tidy and well equipped. Ensure meetings are set up through using the shared Capgemini Receptionist and our Experience Co-ordinator.
- Ensure all agency lunches and all-agency meetings are catered for appropriately.

**General Agency operations**
- Manage staff amenities, stationary, courier, digital subscriptions and general office needs, gaining approval from the Managing Director.
- Lead any office changes such as renovations and seating plans.
- Work with department heads and finance departments to make sure clear scope of work and payment method for suppliers, and that they hand back all IP.
- Ensure all files back to the business prior to paying freelance and companies.

**THE WORKS VALUES**

The Works is proud of our culture and the people who make it such a great place to work. But we wouldn't be TWS without a general understanding of the behaviours that all great Works people demonstrate. These are shown through our values which are

**USE YOUR VOICE**
- Speak up and ask questions
- Be ambitious
-