Summary

We are currently seeking a full-time Project / Operations Manager to join our team. This position coordinates and manages the agency’s workflow and serves as the liaison between Account Services Department, all other agency departments, and the Client. The position also performs various business office functions, including managing all billings, coordinating accounts payable, and overseeing the day-to-day operations of the firm.

This role is the consistent pulse within the agency. The Project / Operations Manager must be strategic, organized, detailed, and a great communicator; remain calm under pressure; identify and solve problems as issues arise, and possess excellent decision-making skills.

Duties and Responsibilities

• Establish the BTA production team and / or vendors and proactively guide projects through completion.
• Set due dates for various stages of job completion after consulting with Account Service, Creative, and Digital for timing requirements of various jobs.
• Make sure each staff member knows the assignments that they need to complete and the due dates while enforcing responsibilities and deadlines.
• Serves as the primary organizer for the agency’s time tracking software.
• Review daily workloads with creative department and adjust assignments as needed, ensuring that the appropriate talent is utilized and workloads are evenly maintained. 

• Lead cross-functional weekly scrum meetings to enhance communication and collaboration. 

• Expedite “rush” jobs so that the process does not obstruct the orderly flow of everyday work. 

• Help establish, manage, enforce, and evaluate a streamlined workflow of agency project-related processes. 

• Responsible for utilizing the creative team, ensuring that chargeable work is effectively managed and that downtime is used properly. 

• Billing duties: preparation of invoices, purchase orders, and coordinating accounts payable. This includes managing and reporting agency expenses against client contracts/scope of work.
• Managing employee vacation / requests for time off.
• Audit/review media affidavits and communicates with media outlets regarding billing.
• Identify best practices and proactively seek to evaluate and implement new systems / processes / tools. 


As with all members of the BTA team, the Project / Operations Manager must follow the policies described in the BTA employee handbook, attend all internal meetings, and professionally conduct themselves at all times while working to instill a positive work environment. 


Qualifications 


• The Project / Operations Manager will have high energy and a passion for the work while being fully capable of utilizing information systems to schedule and organize large creative work groups. 

• High competency level of computer and software skills compatible with job responsibilities. 

• Demonstrated initiative, is proactive, and possesses the ability to create detailed project schedules, plans, and/or programs. 

• Ability to manage multiple priorities and projects. 

• Understanding the step-by-step details required to get work produced within BTA from start to finish.
• Ability to motivate and guide the team as needed to encourage problem-solving, team 
cooperation, and the necessity for high-quality work. 

• Demonstration of excellent communication skills with clients and internal teams, both written and verbal. 

• Display strong organization skills, negotiating capabilities, time management, and exceptional attention to detail. 

• Intense desire to excel in an entrepreneurial, collaborative environment. 


Education / Experience

• Minimum of 3 years of experience as a project manager, project coordinator, and /or office administrator
• Must be able to take direction and then work independently to complete assignments.
• Strong interpersonal communication and problem-solving skills.
• Extensive knowledge of Microsoft business applications and Mac Operating System.
• Experience organizing time-sensitive events.
• General awareness or exposure to branding/marketing/advertising.
• Attention to organization, detail, and accuracy.
• Ability to present a professional work image, tact, and diplomacy.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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