Resource Operations Manager

Big Spaceship; New York (NY); On-site; USD 80,000 - 90,000; Full time

Job summary

Big Spaceship in New York City is seeking a NY-based Resource Operations Manager to oversee staffing, contracting, tracking, and payments for freelancers across projects. You will own the end-to-end lifecycle from initial inquiry to engagement and offboarding, leveraging our flexible talent bench.

The role requires 5+ years in agency operations or resourcing, strong numeric and contract literacy, and fluency with resource management and timesheet platforms.

Qualifications

• 5+ years in agency operations or resourcing.
• Agency experience and delivering staffing solutions.
• Negotiation and stakeholder management in freelancer relationships.
• Contract reading and interpretation.
• Numbers literacy: contract values, rate conversions, working-day counts.
• Experience with resource management and timesheet platforms, contractor-management platforms and project tracking tools, plus strong Excel and Google Sheets skills.
• Experience managing budgets and reconciling expenses with finance.
• Clear, warm written communication.
• Self-directed and task-driven.
• Discretion with confidential information including rates and contracts. Fluent with AI tools daily.

Responsibilities

• Freelance sourcing and recruitment: maintain a vetted bench and run outreach on demand.
• Negotiate rates against benchmarks and manage intake to engagement.
• Match engagements to contracting paths and ensure budget fit.
• Own day-to-day relationships with contractor-of-record and vendor partners: contract/SOW setup, amendments, timesheet approval, offboarding.
• Explain contracting to freelancers: hours logging and payment processes.
• Maintain freelancer agreement templates and ensure accurate signing.
• Keep freelancer tracker, profiles, end-date reminders and hand-offs current.
• Resourcing support: staff plans, timesheet workflows, data moves between systems.
• Recurring reporting: time-off tracking and freelance spend vs contracts.
• Document processes to improve efficiency; implement AI-assisted workflows where beneficial.
• Expense management: administer budgeting and reconcile monthly expenses with finance and project teams.

Skills

Resource management

Timesheet platforms

Contractor-management platforms

Project tracking tools

Excel

Google Sheets

Budget reconciliation

Written communication

Confidential information handling

AI tools fluency

Tools

Timesheet platforms

Contractor-management platforms

Project tracking tools

Job description

At Big Spaceship, we're explorers, not settlers. We partner with ambitious brands ready to venture into new territory, push creative boundaries, and lead rather than follow.

We're a full-service creative shop built for brands that want to break new ground. Our diverse team of entrepreneurial spirits, creative minds, and makers brings bold ideas to life for some of the world's most innovative and culturally connected brands. If you thrive on exploration, creative risk-taking, and charting new paths, you belong here.

We are looking for a NY-based Resource Operations Manager to be the operational backbone of how our work gets staffed, contracted, tracked and paid for. Our flexible talent bench is how we scale to the work in front of us, and this role owns it end to end, from the first conversation with a freelancer through the final invoice and offboarding.

Roles + Responsibilities

Freelance sourcing and recruitment

• Maintain a vetted bench of freelance talent across creative, production, design, studio, account, strategy and program management, working alongside internal recruiter and external staffing agencies.
• Run outreach quickly and on demand when a project or pitch needs a team within days, collecting availability, rate and business status in a single pass.
• Negotiate rates against market benchmarks and past engagements.
• Manage the freelance intake process and the pipeline from first inquiry to engagement.

• Partner with project leads and finance to turn staffing requests into clear, well-supported approvals.
• Make sure each engagement is accurate and within budget before it moves forward.
• Match each engagement to the right contracting path.

Contractor-of-record and vendor management

• Own day-to-day relationships with contractor-of-record and vendor partners: contract and SOW setup, amendments, timesheet approval and offboarding.
• Explain contracting arrangements to freelancers clearly: why the paperwork works as it does, how they log hours and how they get paid.

• Maintain the freelancer agreement template, complete it accurately for each engagement and get it signed.

• Keep the freelance tracker, resourcing system profiles, end-date reminders and hand-offs to IT and operations current, so anyone can ask who is active, on what, until when and at what cost, and get one true answer.

Ad hoc operations and delivery support

The freelance bench is the anchor, but an operations team is asked for whatever the agency needs next. Expect a share of the week to go to work like this:

• Resourcing support: staff plans, timesheet workflows, and moving project and employee data between systems.
• Recurring reporting: time-off tracking and freelance spend against contract values
• Process: document how work actually gets done, find the steps that cost the most time, and simplify them. Where an AI-assisted workflow can carry the repetitive parts, build it, maintain it and teach others to use it.
• Expense management: administer the expense/production system, allocate billable and non-billable T&E budgets with project teams, and reconcile monthly expenses with finance and client project teams.

• 5+ years in agency operations or resourcing. Agency experience required.
• Sound judgment and diplomacy in negotiating rates and managing freelancer relationships.
• A careful reader of contracts.
• Comfortable with numbers, including contract values, rate conversions and working-day counts.
• Experience with resource management and timesheet platforms, contractor-management platforms and project tracking tools, plus strong Excel and Google Sheets skills.
• Experience managing budgets and reconciling expenses with finance.
• Clear, warm written communication.
• Self-directed, able to work from a brief and see tasks through.
• Discretion with confidential information such as rates and contracts.Fluent with AI tools as a daily practice, and curious about where they make the work better.
• NYC-based.

The salary band for this role is $80,000 - $90,000. Where a prospective new hire's base salary will fall within this band depends on several factors including their qualifications and experience, the skill level required in the role, market rates, and the salaries of existing crew members at Big Spaceship within the same role to maintain equity.