Agency Operations Manager

Agency Operations Manager

Overview

We are seeking an enthusiastic and detail-oriented Operations Manager for our Agency, with some focus on our creative department.. This role combines creative department resource and operations management with agency-level responsibilities:  facility operations and IT equipment distribution support.  The ideal candidate will be a proactive problem-solver who enjoys variety in their workload, and can manage multiple competing priorities to ensure smooth day-to-day operations across the agency. Comfortable working in a variety of systems with experience in project management software (e.g., Kantata, Monday, Asana, Smartsheets) strongly preferred.  This position is on-site a minimum of three days a week (specifically Monday through Wednesday) in our Milwaukee office. 

Key Responsibilities

Creative Resource Management and Operations

• Support creative department resourcing in partnership with Chief Creative Officer
• Coordinate proof-reading services for creative content, business materials and presentations
• Support major client presentations with proofreading services and preparation assistance when requested

Facility Operations

• Serve as primary liaison with building management for physical needs, facility requests, and issue resolution
• Manage distribution and tracking of key cards, including door access levels based on employee roles
• Coordinate facility services with outside vendors including coffee service, cleaning, plant care, equipment maintenance, and physical plant improvements
• Order and maintain office supplies, kitchen supplies, and consumables

IT Hardware Distribution Support

• In-agency liaison with external IT partner, supporting HD Head of Technology, who owns that partner relationship
• Working with external IT provider, facilitate hardware needs for new ,existing employees as well as departing employees 
  • Support IT onboarding process for new employees
  • Support IT offboarding procedures for departing employees
• Maintain access to server room

Administrative Operations

• Maintain comprehensive knowledge of all administrative contracts and terms
• Coordinate mail sorting, package distribution, and delivery management
• Manage agency hospitality including food ordering and room preparation for leadership offsites (3X annually) and significant client meetings (generally 1/month).  Support creative department and all-Agency event coordination (e.g., annual summer and winter holiday events).
• Review and maintain agency-level and department-level software licenses

Limited Support of Industry PR Efforts and Business Development

• Partner with Agency PR on award submission processes for industry publications
  • Collaborate with internal teams to complete submission materials
  • Coordinate bios and headshots as needed for submissions
• Coordinate professional headshots for new and existing employees as needed
• Support new business pitch preparation including proofreading and material review

Legal and Compliance Support

• Serve as primary coordinator for trademark and usage search processes

Qualifications

• 2   years experience in creative department operations and/or agency operations, production management, or similar role
• Experience in creative industry preferred
• Strong project management skills with ability to manage multiple priorities simultaneously
• Experience with creative processes and resources
• Proficiency with project management software (e.g., Kantata, Smartsheets, Monday, Asana), 
• Excellent communication and interpersonal skills
• Detail-oriented with strong organizational abilities
• Ability to work from objectives and proactively