Operations & Culture Manager

Mallard Agency; Southlake (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

3 weeks PTO, plus all holidays and your birthday off

Medical, dental, and vision coverage

401(k) plan

Annual team retreat

Monthly team outings and quarterly team-building events

Job summary

A creative marketing agency in Southlake is seeking an Operations Manager to oversee project management, finance administration, and office management. The ideal candidate has over 5 years of relevant experience and a Bachelor’s degree. This fully on-site role emphasizes organizational skills and initiative, ensuring the agency's operational success. Responsibilities include managing project timelines, financial records, and HR processes, while contributing to team culture through events and retreats. Competitive benefits include 401(k), medical coverage, and bonus opportunities.

Qualifications

• 5+ years of relevant experience.
• Exceptional organizational and communication skills.
• Strong initiative and ownership mindset.

Responsibilities

• Build and manage project timelines, deliverables, and budgets.
• Process and track all invoices, payments, and expenses.
• Manage employee onboarding and offboarding.
• Maintain a clean, organized, and well‑functioning studio environment.
• Identify operational bottlenecks and propose improvements.

Skills

Organizational skills

Communication skills

Problem-solving

Initiative

Emotional intelligence

Education

Bachelor’s degree in a relevant field

Tools

Asana

Google Workspace

Excel

Quickbooks

Gusto

Slack

Generative AI Platforms

Job description

Mallard is a branding, marketing, and video agency partnering with founder‑led companies (typically in the 7–8 figure range) to transform ordinary businesses into extraordinary brands. We specialize in developing comprehensive strategies, visual identities, video storytelling, photography, websites, and marketing content.

Our mission extends beyond crafting incredible brands; we have a deeper purpose. We leverage our profits to fuel a vision of creating lasting impact in the lives of others, even those we may not know personally. We’d love to share more about our mission during the interview process (and how you can play a part), but for now, here’s what this pivotal role entails.

Role Overview:

The Operations Manager is essential to the daily success and long‑term growth of Mallard. You’ll be at the heart of everything we do, overseeing project management, process development, finance administration, people operations, office management, client hospitality, partner relations, and overall agency efficiency.

We’re seeking a natural problem‑solver and strategic executor who is proactive, detail‑oriented, and mission‑driven. This role is perfect for someone who thrives in a small, dynamic team and wants broad exposure across core operational areas.

This role is fully on‑site at our Southlake studio.

Responsibilities:

Project Management

• Build and manage project timelines, deliverables, and budgets.
• Assist with client onboarding and offboarding.
• Set expectations, track progress, and resolve roadblocks.
• Keep all project files organized and updated.
• Conduct post‑project reviews to capture improvements.

Finance

• Process and track all invoices, payments, and expenses.
• Organize receipts and maintain accurate financial records.
• Monitor project budgets and time tracking for billing accuracy.
• Identify cost‑saving opportunities and vendor efficiencies.
• Support the outsourced accounting team as needed.

Human Resources

• Manage employee onboarding and offboarding.
• Support recruiting, candidate screening, and interview coordination.
• Assist with employee relations and confidential HR matters.
• Plan team events, culture moments, and retreats.
• Support leadership with employee performance insights.

Office Management

• Maintain a clean, organized, and well‑functioning studio environment.
• Manage supplies, purchasing, and tech/equipment needs.
• Coordinate studio visitors, rentals, and internal events.
• Oversee vendor relationships and service providers.

Systems & Processes

• Maintain and optimize internal systems, tools, and workflows.
• Standardize project management and operational processes.
• Manage software subscriptions and access.
• Identify operational bottlenecks and propose improvements.
• Research new tools or practices to increase agency efficiency.

Documentation

• Maintain accurate documentation for projects and processes.
• Keep SOPs and agency guidelines up to date.
• Organize deliverables and key files for easy access.
• Draft and manage vendor contracts.

Leadership Support

• Provide leadership with operational updates and insights.
• Assist with scheduling, internal communication, and meeting prep.
• Prepare reports, timelines, and strategic summaries.
• Take initiative to support big‑picture priorities.
• Handle special projects as assigned.

Qualifications:

• Bachelor’s degree in a relevant field of study
• 5+ years of relevant experience
• Exceptional organizational and communication skills
• Strong initiative and ownership mindset
• High emotional intelligence and self‑awareness
• Experience with: Asana (or other PM software), Google Workspace, Excel, Quickbooks, Gusto (or other HRIS software), Slack, Generative AI Platforms
• Additional earning potential through discretionary bonuses and profit sharing
• 3 weeks PTO, plus all holidays and your birthday off
• Medical, dental, and vision coverage with a $500/month employee premium stipend
• 401(k) plan
• Annual team retreat (all expenses paid)
• Monthly team outings and quarterly team‑building events

It is Mallard Agency’s policy to promote equal employment opportunities. All personnel decisions are made without regard to race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity, citizenship status, veteran status, disability, or any other characteristic protected by law.