Project Intake Manager

System One; Greater London; On-site; GBP 70,000 - 90,000; Full time

Job summary

System One is seeking a Project Intake Manager to own the front end of an in-house creative production studio, working on-site at our client's London offices. You will lead client discovery on intake projects, define scope, assign resources and set budgets when required, ensuring every project entering the pipeline is correctly specified and supported.

This senior, client-facing role blends consultative discovery with production knowledge, safeguarding studio capacity and mentoring the intake

Qualifications

• Extensive understanding of project discovery and intake processes.
• Strong knowledge of traffic and resource planning in a production context.
• Proven ability to scope from incomplete briefs and manage client expectations.

Responsibilities

• Lead the intake function and act as primary contact for project requirements.
• Own discovery for complex/high-value client projects and define production lift, scope and budget.
• Record and communicate actions, keep stakeholders aligned on scope, timeline and costs.
• Ensure end-to-end production workflow is followed and capacity is managed.
• Provide escalation point when scope or budget drifts and maintain the integrity of intake data.

Skills

Project discovery

Project intake

Traffic management

Resource planning

Production knowledge

Client relationship management

Communication skills

Microsoft Office

G-Suite

Leadership

Tools

Microsoft Office

G-Suite

Job description

Type: Full Time

Posted Date: 2026-10-14

Pay Range: Negotiable

Primary Function

We are seeking a Project Intake Manager to own the front end of an in-house creative production studio, working on-site at our client's London offices.

This is the role that decides what the studio commits to. You will lead client discovery on intake projects: define scope, assign resources, and set the budget (when required). You will be accountable for every project entering the pipeline being correctly specified and supported.

This role is responsible for the centralized capacity tracking and resource management of the studio. Effectively triaging requests to assess feasibility and identify specific needs. Responsible for detailing the required resource lift, scheduling, sourcing and securing the required skills (internal & external).

It is a senior, client-facing position that blends consultative discovery with production knowledge and genuine ownership. You will hold the line on feasibility with stakeholders, protect the studio's capacity through disciplined scoping, and lead the intake function - developing the Project Intake Coordinator who operates it day to day.

Duties & Responsibilities

• Lead the intake function.
• The primary point of contact for trafficking and assessing project requirements
• Own first contact and discovery for all complex, high-value and new client projects
• Interrogate the brief to establish the production lift and real objective behind the stated request, the audience, and how success will be measured
• Present options and trade-offs, negotiating scope, cost and timeline to a shared, realistic position
• Challenge unrealistic expectations directly and constructively, including with senior stakeholders
• Remain the senior relationship owner through delivery where continuity matters commercially
• Record client communication, and send meeting action items and recaps
• Create and deliver clear and accurate project details, breakdown, and scope for producers and crew
• Work with Integrated Producer Lead to ensure end to end production workflow and processes are followed
• Work with Project Intake Coordinator to ensure projects travel through the production pipeline smoothly and effectively.
• Offer support throughout the production process, serving as a point of contact for any capacity or resource flags and blockers, to support project quality, timeline, and budget
• Track and report project intake data to the Service Delivery Manager monthly.
• Special projects and other duties as assigned
• Define scope, budget and resource
• Own centralised capacity tracking and resource management across the service.
• Determine the resource model (in-house, freelance or vendor) and secure availability quickly
• Govern the pipeline
• Act as the quality gate ensuring no project enters production without your approval
• Serve as the accountable escalation point when scope, timeline or budget begins to drift
• Own the integrity of the intake data as the studio's commercial source of truth
• Work with Project Intake Coordinator to ensure projects stay on track
• Grow the service
• Identify repeatable, scalable production offerings from recurring demand patterns
• Protect service capacity through accurate scoping and disciplined resource control

Skills & Qualifications

• A strong understanding of the principles of project discovery and project intake
• Deep understanding of traffic management and resource planning
• Expert working knowledge of production, post-production and media deliverables
• Ability to scope confidently from an incomplete brief rather than waiting for certainty
• Authoritative written communication; scopes and breakdowns that need no interpretation
• Conflict resolution with a fast, solutions-oriented approach
• Ability to communicate difficult or sensitive information tactfully
• Customer service orientation; professional presence and superior client relationship skills
• Highly organised, calm under pressure, and comfortable in an environment with immediate-responsiveness expectations
• Proficiency in Microsoft Office and G-Suite,
• Self-starter, proactive, organized, efficient, detail-oriented, accountable, team player, and enthusiastic about creating content
• Able to prioritize tasks effectively and manage multiple projects
• Very strong communication skills, including those while client facing, team facing, written and verbal, diligent and accurate with documentation and project notes
• Flexibility and the willingness to adapt to meet the needs of the team
• A life learner who is constantly working to improve their professional knowledge

Education & Experience

• 6+ years in video and content production
• An example of redirecting a client away from what they asked for toward what they actually needed, with the relationship stronger for it
• Experience holding a scoping or feasibility position under pressure from a senior stakeholder
• Having designed or materially improved an intake, resourcing or production workflow
• Experience directing, delegating to and developing a junior team member

Customer Service Commitment:

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.