Traffic and Intake Manager

The People Group; United States; On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Comprehensive medical, dental, and vis

401(k) with 4% match

Unlimited PTO

Holiday break Christmas–New Year

Company laptop & home setup

Job summary

The People Group, partnering with a digital healthcare-focused agency, seeks a Traffic and Intake Manager to own intake, routing, and process systems. You will balance workloads, onboard new engagements, and lead team rituals to keep delivery on track, reporting to Operations leadership.

You will manage cross‑department traffic, push back when needed with clear alternatives, and ensure we fix process gaps before they become problems. This is a high‑influence IC role.

Qualifications

• 4+ years in agency traffic/ resource management across multiple departments
• Experience running intake or request processes at volume including triage and prioritization
• Capacity planning and resource allocation using a work management tool and time-tracking data
• Experience with project management tools; ClickUp preferred and used extensively
• Ability to push back on requests with clear rationale and alternatives
• Strong written communication and documentation skills
• Active use of AI tools for documentation, reporting, and process work
• Self-directed with a track record of resolving process issues independently
• Availability during core US business hours

Responsibilities

• Own the intake queue, confirm scope and priority, route work to right department lane, and push back on incomplete requests
• Maintain real‑time view of capacity across departments using ClickUp and Timely
• Oversee PTO coverage and handoffs; communicate scope/priority changes promptly
• Own onboarding workflow from signed scope to kickoff with task assignments in ClickUp
• Build and run recurring team rituals like Weekly Kickoff and department check-ins
• Own and improve intake workflows, SOPs, templates, and documentation standards

Skills

Traffic management

Resource planning

Capacity planning

Stakeholder management

Written comms

AI tooling

Self-direction

Core US hours availability

Tools

ClickUp

Timely

Make.com

Job description

The People Group has partnered with a digital marketing agency built for healthcare to find their next Traffic and Intake Manager. Our Project Management team is aligned by department: each PM owns a defined lane of work across SEO, Paid Media, Analytics, Content, Creative, and Web, and work moves between lanes through structured handoffs.

The Traffic & Intake Manager owns the front door and the flow. Responsibilities include managing the intake queue, routing work to the right department lane, maintaining a clear view of team capacity, owning new project onboarding, and running the team rituals that keep delivery on track. The role reports to the VP of Operations and works closely with Department Heads and Department PM Leads.

This is a cross-departmental role with meaningful influence over how the Project Management team operates. The role does not own a single client portfolio. It owns the system every portfolio depends on, combining hands-on intake and traffic management with ownership of process, templates, and documentation. This is a high-influence individual-contributor role.

The ideal candidate has managed traffic and resources across multiple departments, is comfortable saying no or not yet with a clear alternative, and fixes process gaps before they become problems.

What we’re looking for

Key Responsibilities

• Intake and Triage. Own the intake queue. Review every request and form submission, confirm scope and priority, and route it to the right department lane. Push back on incomplete requests so work starts with a clear brief, deliverables, and due dates. Track intake volume and turnaround, and use the trends to improve the process.
• Traffic and Capacity. Maintain a real-time view of team capacity across departments using ClickUp and Timely (time tracking platform). Assign work, balance workloads, and resolve scheduling conflicts before they become missed deadlines. Lead capacity conversations with Department Heads and Department PM Leads, and elevate resourcing gaps to the VP of Operations with a recommendation.
• Coverage and Scheduling. Oversee PTO coverage and handoffs, in partnership with Department Heads, so delivery does not stall when people are out. Communicate changes in scope or priority to the internal team promptly.
• Client and Project Onboarding. Own the onboarding workflow from signed scope to kickoff, including project setup, kickoff tasks, and team assignments in ClickUp. Partner with Strategists and Account Coordinators so every new engagement starts with aligned expectations.
• Team Rituals. Build and run recurring touchpoints, including Weekly Kickoff and department check-ins. Keep agendas focused on priorities, blockers, and upcoming deadlines.
• Systems, Process, and Documentation. Own and improve intake workflows, SOPs, templates for recurring project types, and documentation standards. Keep ClickUp structure, statuses, and views clean so the whole team can trust what they see.

Qualifications

What We're Looking For

REQUIRED

• 4+ years in agency traffic management and/or resource management, including at least 2 years managing workflows across multiple departments
• Proven experience running an intake or request process at volume, including triage, scoping, and prioritization
• Hands-on capacity planning and resource allocation experience using a work management tool and time tracking data
• Experience with project management tools; ClickUp strongly preferred. The role manages and improves an established environment rather than building one from scratch.
• Comfort pushing back on requests and senior stakeholders with a clear reason and an alternative
• Strong written communication, including clear documentation, SOPs, and internal updates
• Active use of AI tools (Claude, ChatGPT, Perplexity, or similar) for documentation, reporting, and process work
• Self-directed, with a track record of identifying and resolving process issues independently
• Availability during core US business hours

STRONGLY PREFERRED

• Working knowledge of how SEO, paid media, analytics, content, creative, and web teams scope and deliver work
• Experience with ClickUp automations, dashboards, or Make.com
• Experience with time tracking and utilization reporting
• Experience building or redesigning a client onboarding process
• Healthcare or regulated industry experience (HIPAA, legal, financial services, medical device, pharma)

NOT REQUIRED

• Production expertise in SEO, paid media, analytics, content, creative, or web development. The role requires enough understanding of each department's work to scope requests accurately and route them to the right team.

What Our Client Offers

• Comprehensive medical, dental, and vision
• 401(k) with up to 4% company match
• Unlimited PTO
• Company holiday break from Christmas to New Year
• Company-issued laptop and home office setup