Manager of Ad Agency Operations

Newhouse; Chicago (IL); On-site; USD 90,000 - 130,000; Full time

Job summary

Newhouse is seeking a Manager of Agency Operations to lead the design and execution of standard operating procedures (SOPs), driving data-driven decisions and KPI attainment across client projects.

You will enforce SOPs, propose new or improved processes, and ensure operational objectives are met while implementing projects as needed. This role requires proactive leadership and strong collaboration with clients and teams.

Qualifications

• Bachelor's degree in Business Management, Project Management, or a related field.
• Minimum 5 years in operations or project management, ideally within a creative agency.
• Proficiency in project management software, financial acumen, and resource allocation.

Responsibilities

• Oversee payroll, recruitment, and benefits administration.
• Draft and maintain agency SOPs and manage the employee handbook.
• Manage onboarding of employees and contractors, including IT/comms with 3rd party platforms.
• Maintain subscriptions and licenses for 3rd party apps to ensure smooth operations.
• Generate job tickets, project estimates, and manage approvals with account/production teams.
• Monitor time tracking and FTE platforms and project scopes; analyze resource utilization.
• Prepare financial reports post-project and oversee vendor invoicing and payments.
• Coordinate with external vendors for bookkeeping, accounting, and legal tasks.

Skills

Organizational skills

Analytical thinking

Proactive leadership

Strong communicator

Adaptability

Education

Bachelor's degree

Tools

Project management software

Job description

You are known for always being on time. Being the most accountable person in your friend group. And you love being known for this.

You are the kind of person who always has a notebook handy, taking notes. You know that relying on memory is where mistakes happen.

Utilizing software to keep track of everything, allowing everyone to know where they should be focused, gives you calm. Allows you to see the status of your projects and being able to communicate effectively.

You aren’t afraid of holding people accountable to timelines, asking them where things are, and being sure that the overall project timeline is met.

You want to be part of a growing agency, one that you can call home. Being able to make your mark, helping make the agency operations hum like it never has before. You not only are up for this challenge, but it excites you.

The person in this vital role will provide innovative, kick-ass leadership in designing and executing our process (SOPs); making data-driven, evidence-based optimization decisions; hitting our KPIs; while inspiring teams to work collaboratively in achieving client goals.

The Manager of Agency Operations must be adept at enforcing standard operating procedures (SOPs), as well as bringing forth recommendations for new or improved SOPs, ensuring that operational objectives are met, and implementing projects as needed.

RESPONSIBILITIES

Human Resources & IT

• Oversee payroll, recruitment, and benefits administration.
• Draft and maintain agency SOPs and manage the employee handbook.
• Manage onboarding of employees and contractors, including compliance with 3rd party platforms and IT communication.
• Maintain subscriptions and licenses for 3rd party apps, ensuring smooth operations.

Budgeting and Resource Management

• Work closely with the account and production teams on project-based tasks such as generating job tickets, project estimates, and managing approvals.
• Manage time tracking and FTE platforms, while monitoring project scopes.
• Generate financial reports post-project and analyze resource utilization.
• Oversee resource allocation for both employees and contractors.
• Collaborate with external vendors for bookkeeping, accounting, and legal tasks.
• Manage client invoicing, collections, and bill payments, as well as vendor invoice tracking.
• Handle insurance administration, SOW/contracts archive, and maintain financial records in QuickBooks.
• Oversee quarterly closes and maintain financial compliance with external accountants.

IDEAL CANDIDATE QUALITIES

• Efficient Organizer: You excel at managing multiple projects and resources simultaneously.
• Analytical Thinker: Strong ability to interpret data, optimize processes, and make decisions backed by evidence.
• Proactive Leader: You can foresee potential issues and act swiftly to avoid disruptions.
• Communicative: Skilled in effective communication with various stakeholders, including clients, vendors, and team members.
• Adaptive: Ability to shift strategies quickly to meet changing conditions.

QUALIFICATIONS

• Education: Bachelor’s degree in Business Management, Project Management, or a related field.
• Experience: Minimum of 5 years in operations or project management, ideally within a creative agency.
• Skills: Proficiency in project management software, financial acumen, and expertise in resource allocation.
• Communication: Outstanding written and verbal communication skills.