Operations Support Specialist

2 weeks ago

Memphis, Tennessee, United States VML Full time
About Us:

At VML, we stand at the forefront of innovation and advancement in a rapidly changing landscape. Our legacy is built on a century of collective knowledge, where creativity intertwines with technology, and diverse viewpoints spark inspiration. Following the merger of VMLY&R and Wunderman Thompson, we have embarked on a new journey as a growth partner that combines the essence of a creative agency, consultancy, and technology leader.

Our global team comprises over 30,000 professionals across more than 150 offices in 64 markets, each contributing to a culture that cherishes connection, belonging, and the strength of diversity. Our expertise encompasses the entire customer journey, providing profound insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver comprehensive solutions that yield groundbreaking results.

Position Overview:

The Operations Support Specialist plays a crucial role in assisting client finance and project management within the Performance Marketing division. This position is tasked with executing and upholding standardized procedures to guarantee consistency and efficiency across all sectors. Additionally, this role will involve financial responsibilities such as managing and reconciling budgets, identifying discrepancies, and implementing suggested solutions. This position will report to Business Operations management and collaborate closely with the Client Services team (project management and account management).

Key Responsibilities:

Financial Oversight:
  • Ensure timely and accurate submission of client/project revenue and forecasts.
  • Align project budgets in Workday (ERP system) with revenue and billing timelines.
  • Create, manage, and reconcile third-party purchase orders in accordance with the media plan.
  • Oversee media vendor accounting relationships.
  • Coordinate with accounts payable and finance as necessary.
Systems Administration:
  • Act as Local Administrator for the primary task/work management system.
  • Collaborate with Regional Administrators and Product teams on new functionalities and identify local implementation opportunities.
  • Lead the creation of rollout plans and training materials.
  • Facilitate an internal task force comprised of Project Managers.
  • Serve as a Super User and participate in the Key User Network for the primary project/finance system, Workday.
  • Attend workshops and training sessions on new functionalities and optimizations, providing feedback to Business Operations management for local rollout strategies.
  • Manage the internal Workday support channel, assisting team members with troubleshooting needs, from correcting timesheets to updating staff plans.
Resource Coordination:
  • Oversee project staffing and resource forecasts for assigned client projects.
  • Provide utilization and capacity reports to leadership, identifying data trends and risk mitigation strategies.
Candidate Profile:
  • Welcoming | Brings a friendly, kind demeanor to daily interactions and values relationship-building with both internal and external stakeholders.
  • Effective Communicator | Capable of providing transparency and clear communication to both the team and clients.
  • Process-Driven | Able to comprehend (or challenge) established processes and implement steps to manage workflows effectively.
  • Collaborative | Our team thrives on support and camaraderie, working through uncertainties together to foster a comfortable and encouraging environment.
  • Team-Oriented | Embraces a mentality of shared responsibility, contributing to the team's overall success.
Qualifications:
  • 1-3 years of experience in operations or project management (experience in media budget management is preferred).
  • Familiarity with project management and resource management systems; Workday experience is strongly preferred.
  • Experience collaborating directly with senior management to present ideas, concepts, and strategic direction to internal teams.
  • Ability to manage sensitive and confidential information responsibly.
What We Offer:
  • Driven Team | We cultivate a culture of individuals who produce exceptional work.
  • Intentional Culture | We strive to embody behaviors that foster an inclusive community, promoting positivity and active listening while empowering creative bravery.
  • Comprehensive Benefits | Our full-time hires enjoy a wide range of health coverage options (medical, dental, vision), a generous 401k match (100% dollar-for-dollar match, up to 5% of salary contribution), and various paid time off offerings that reflect our commitment to work-life balance and wellness.
  • Growth Opportunities | We nurture a culture of real-time feedback, a growth-oriented mindset, and numerous training opportunities through VML and WPP, enabling personal and professional development.
VML is an equal opportunity employer and welcomes applicants for all positions without regard to race, color, religion or belief, sex, age, national origin, citizenship status, marital status, military/veteran status, genetic information, sexual orientation, gender identity, physical or mental disability, or other protected group status. We are dedicated to creating a dynamic work environment that values diversity and inclusion, striving to recruit a diverse slate of candidates to achieve this goal.

At VML, we are committed to fostering an all-inclusive work environment that is both rewarding and career-forward. Our Inclusion, Equity & Belonging initiatives, alongside the VML Foundation, reflect our dedication to giving back and making a positive impact in our communities and beyond. Our people are the heartbeat of our organization—creators, doers, innovators, makers, and thinkers—who drive not just marketing, but meaningful experiences that resonate in every action and interaction.

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