PRODUCTION RESOURCING MANAGER

Invisible North; New York (NY); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Unlimited PTO

Parental leave

Medical, dental & vision

401K with match

Remote/hybrid model

Summer Fridays

Learning & development

Job summary

Invisible North, a female-owned creative marketing agency based in NYC, seeks a Production Resourcing Manager. You will own staffing across pre-production and production, optimize resource allocation, and manage a live view of hours and capacity for projects from pitches to delivery.

You will lead freelance recruiting and collaborate with senior producers, account leads, and leadership to balance budgets and timelines.

Qualifications

• 3+ years in Project Management, Staffing or Production Management in experiential/advertising/media.
• Experience building and maintaining a freelance bench at scale.
• Ability to push back on staffing requests with data and diplomacy.

Responsibilities

• Own project staffing across the Production Department for active client work and pitches.
• Make final allocation decisions with the Head of Production.
• Maintain a live view of active projects and producer hours; resolve conflicts.
• Reallocate in real time as projects shift and communicate changes.
• Build and own the production freelance bench; vet, benchmark, track availability.
• Lead production recruiting with the Head of Production and manage external partners.
• Develop a forward-looking capacity model mapping work to team availability.
• Flag capacity conflicts early and coordinate with Accounts during scoping.
• Own the production resourcing tracker and time-tracking systems.

Skills

Project management

Staffing & resourcing

Stakeholder management

Capacity modeling

Excel modeling

Communication

Forecasting

Harvest usage

Tools

Harvest

Production Ops Tracker

Job description

Founded in 2012, Invisible North is a female-owned creative marketing agency headquartered in NYC with global reach. We are a team of culturally fluent strategists, creatives, designers and producers pushing the limits of possibility. Together we champion creativity and build thoughtful experiences and content that solve business problems and bring brands to life.

We are seeking a Production Resourcing Manager to join our team. This role is focused on keeping the team organized and properly resourced throughout the pre-production and production process to ensure our team delivers best-in-class and winning work. You will be responsible for making strategic recommendations and decisions around resource planning and management. You will report to the respective Head of Production and Associate Directors and work hand in hand with our Sr-level Producers to understand their needs.

Additionally, this role will positively contribute to making Invisible North’s culture an envy of the industry, a studio that turns out jaw dropping creative and design and does so by upholding an inclusive, flexible and giving work environment.

While our main office is located in DUMBO Brooklyn, we work as a distributed team with members reaching from Maine to LA, and everywhere in between. This position is full-time with an initial 3-month review period, remote or hybrid (NYC), and should expect to work on ET hours.

Resource Planning + Allocation

• Own project-based staffing across the Production Department — active client work, pitch and proposal work, and scoping phases — and serve as the single point of assignment for the department
• Make final allocation decisions in partnership with the Head of Production; no team member is staffed to a project outside the resourcing process
• Maintain a live, accurate view of every active project and every producer's committed hours, and resolve conflicts before they reach the team
• Reallocate in real time as projects shift, and communicate changes clearly to producers, account leads and department heads

Freelance Bench + Talent Pipeline

• Build and own IN's production freelance bench — sourcing, vetting, rate benchmarking, availability tracking, and cultivating a core roster of repeat collaborators rather than a rotating cast
• Own a post-engagement feedback loop: collect structured ratings from producers and co-leads after every engagement and maintain the roster accordingly
• Model freelance vs. retainer vs. full-time cost for recurring roles and recommend the most efficient structure to the Head of Production and Finance
• Lead production recruiting alongside the Head of Production — Executive Producers, Producers, Associate Producers and Coordinators — and manage IN's external recruitment partners

Capacity Forecasting + Scoping Support

• Build and maintain a forward-looking capacity model that maps confirmed and pipeline work against team availability one to two quarters out
• Flag capacity conflicts, over-concentration and coverage gaps early enough to act on them — before they become staffing emergencies
• Partner with Accounts and Business Development during scoping and pitch phases to pressure-test whether proposed staffing is realistic and deliverable
• Help Accounts scope new work accurately: the right production roles, at the right levels, with credible hours

Hours, Budget + Reporting

• Own the production resourcing tracker as the department's single source of truth for allocations
• Administer and improve IN's resourcing and time-tracking systems (Harvest, the Production Ops Tracker), and build the tooling gaps you find
• Track actual hours against budgeted hours by project and surface divergence to production and leadership teams before it reaches margin
• Report regularly on utilization, bench health, freelance spend and forecasted gaps
• Work hand in hand with Sr-level Producers, Associate Directors and Accounts to understand upcoming needs — and to hold the line when requests outstrip capacity
• Partner with the Creative resourcing function so production and creative staffing stay aligned across shared programs
• Help facilitate project kickoffs so teams start with clear roles, clear hours, and clear ownership
• Identify patterns across projects — recurring gaps, repeat bottlenecks, roles IN keeps renting instead of hiring — and bring them to department leadership

Skills + Qualifications

• Must have 3+ years of experience in Project Management, Staffing, and/or Production Management with time spent managing and growing a team in the experiential, advertising, or media industries
• Demonstrated experience managing a freelance bench at scale: sourcing, vetting, rate negotiation, and maintaining long-term relationships with repeat collaborators
• Comfortable holding a position with senior stakeholders. This role is expected to push back on staffing requests that don't hold up against capacity, budget or timeline — diplomatically, and with the data to back it
• Strong command of resourcing and time-tracking systems (Harvest or equivalent) and genuine fluency building and maintaining capacity models in spreadsheets
• Financially literate: comfortable reading a project budget, understanding blended rates and burn, and explaining the cost implications of a staffing decision
• Exceptional written and verbal communication — much of this job is telling people something they don't want to hear and keeping the relationship intact
• Extremely organized, with excellent time management and a high tolerance for shifting priorities
• Able to work EST hours, and to travel to project locations and the IN office as needed
• Availability to work occasional weekends and evenings as needed for specific projects (made up with compensatory time off)

Compensation

*This is not a guarantee of compensation or salary, the final offer amount may vary based on factors including but not limited to experience and geographic location.

• Unlimited Paid Time Off (PTO)
• Paid parental leave
• Premium medical, dental and vision plans
• 401(K) savings plan with match among other benefits
• Our Health Benefits Program includes 24/7 virtual care, Flexible Spending Accounts, and online mental health therapy
• Commuter benefits, long-term disability insurance, life and AD&D insurance and supplemental life insurance
• A flexible remote/hybrid working model, with open access to IN’s Brooklyn office (DUMBO)
• Half-day Summer Fridays
• Company sponsored internal events, workshops, summits, and learning & development

At IN, we acknowledge that in order to be a forward-thinking, culture-led agency, we must actively foster and uplift a multitude of perspectives, backgrounds, and ways of thinking within our team. We seek to work with those who are a culture add, not just a culture fit. We believe that the best ideas come from authenticity and that the unique passions, identities, and points of view of our team are what make us All IN.

IN is WBENC certified.