Creative Operations Manager

2 months ago

New York, United States SoHo Experiential LLC Full time
Job DescriptionJob DescriptionThe Creative Operations Manager is a full-time position and is pivotal to the success of our creative department. The primary role of the Creative Operations role at Soho is to maintain a smooth and efficient workflow, manage our resources (internal & external) effectively, and ultimately improve and optimize our creative output.

Key Responsibilities:
  1. Resource Management: Manage day-to-day allocation of creative resources, both internal staff & external freelancers, augmenting the team based on priorities & timelines to optimize execution.
  • INTERNAL TEAM: Oversee weekly timesheet review process, track team and individual utilization, help with personnel coverages, and manage PTO to track the creative team’s bandwidth and efficiency and maintain effectiveness.
  • EXTERNAL RESOURCES: Build and maintain a deep and diverse freelance network, facilitating onboarding and paperwork, and then helping to identify the right individuals for any project need. Managing invoice process and working with finance for payment and troubleshooting issues/concerns.
  • VENDOR RELATIONS: Manage relationships with vendors, external creative and offshore partners, ensuring quality and timely delivery of services and materials. Managing invoice process and working with finance for payment and troubleshooting issues/concerns.
  • SUPPORT & FACILITATION: Provide ongoing support to the creative team by addressing operational hurdles and facilitating necessary resources.
  1. Process Optimization: Develop and implement processes and systems to improve productivity within the creative team, maintaining and updating key touchpoints and templates (i.e. briefs, templates, etc.) to streamline everything and ultimately reduce costs.
  • Continually review & improve our processes and enhance team performance, gather feedback from coworkers, analyze key performance data, identify opportunities, and implement changes to help drive improvement & innovation in the creative workflow.
  • Consistently identify and implement tools and technologies that would enhance our workflow, creative collaboration, project management, and inspiration.
  • Operationalize the ways of working for the creative team, defining its own process for success.
  1. Quality Control: Help ensure that our creative output is meeting & exceeding standard expectations by facilitating regular reviews, encouraging open feedback, and identifying hurdles to maintain a high level of output and success.
  • TEAM COORDINATION: Act as a bridge between departments, facilitating an open line of communication and coordinating collaboration between the creative team & other departments to help us continually improve & ensure smooth execution of projects.
  • Facilitate trainings & provide support to creative teams to enhance their skills, knowledge, and capabilities through workshops, online resources & inspirational activities.
  • COMPLIANCE & RISK MANAGEMENT: Monitor compliance with legal & contractual obligations related to creative productions.
  1. Oversee Creative Project Management:
  • BUDGET MANAGEMENT: Control budgets for creative projects, monitoring expenditures & ensuring cost-effectiveness.
  • SCHEDULE MANAGEMENT: Develop & maintain timelines for creative projects, ensuring deadlines are met.
  • INTERNAL PROJECTS: Liaison with ELT to help manage, develop & deliver internal projects, such as Soho marketing, capabilities, and other one-off initiatives or special projects.

In summary, a day/week in the life of a Creative Operations Manager at Soho entails:
  • Review & approve timesheets, focusing on proper and accurate reporting
  • Track individual utilization, pulling a report every other week
  • Stay on top of the pipeline, heatmap and bandwidth, proactively calling out stress points, projecting needed resources and pulling in the right talent to augment the team
  • Manage PTO and help facilitate backfill coverage
  • Network to build and maintain our freelance database
  • Keep track of successes and failures, ranking the talent and adding appropriate notes and considerations as we finish working with individuals
  • Pulse-check with our top, go-to resources every two weeks on their availability
  • Onboard freelancers on Ways of Working, necessary access, templates & processes
  • Build, rollout, and ensure compliance with the use of our creative processes, templates & Ways of Working
  • Have weekly check-ins with department heads, identifying needs and hurdles
  • Liaise with HR, finance/accounting, completing paperwork, manage billing and monitor profitability
  • Have weekly touch-base meetings with ECD and CCO to define hotlists, internal needs, etc.
  • Run creative huddles, focusing on effective solutions, defining needs & open communication
  • Mentor creative project managers

Qualifications: ​​​​​​
  • Bachelor’s degree.
  • Minimum of 5 years of creative operations and project management experience in a creative or experiential marketing agency.
  • Proficiency in project management software and content management systems.
  • Track record for successful implementation of new processes and systems.
  • Strong listening, written, and verbal communication skills.
  • Assertive with the ability to tactfully communicate on relevant issues.
  • Confident problem anticipation and resolution.
  • Attention to detail, organization, and follow-up.
  • Ability to work in a fast-paced environment.


What We Offer:
  • Competitive pay.
  • Comprehensive benefits including medical, vision, dental, and access to a suite of wellness programs.
  • Hybrid or remote (if outside of greater NYC) work opportunities.
  • A generous PTO policy including company holidays, vacation days, and wellness days.
  • Opportunities to learn and grow while making an impact.
  • A group of people who value each other as much as the work we create.
We love our diverse workplace Soho Experiential is an equal opportunity employer and does not discriminate based on race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria.

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