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Head of Agency Operations

2 months ago

Toronto, Ontario, Canada Operatic Agency Inc. Full time
About the Role

We are seeking a highly organized and results-driven Head of Agency Operations to join our team at Operatic Agency Inc. in Hamilton, Ontario. As a member of the Senior Leadership team, and reporting directly to the Vice President of Integrated Marketing and the CEO, the Head of Agency Operations will play a crucial role in running the agency and enhancing the productivity and efficiency.

Key Responsibilities
  • Operations Management:
    • Develop and implement an operational system, workflows, and standard operating procedures that align with the agency's overall objectives and improve productivity and efficiency.
    • Establish and monitor performance indicators to track operational performance and prepare regular reports that highlight resourcing and process achievements, challenges, and opportunities for continued improvement.
    • Review and improve internal workflows to streamline operations while maintaining high-quality standards.
    • Oversee daily operations of the agency, ensuring effectiveness and efficiency.
    • Identify potential risks to operations and develop mitigation plans.
    • Drive the adoption of new tools and technologies to improve workflow and productivity.
  • Resource Planning & Allocation:
    • Support Account Managers to optimize project plans and allocate the required resources effectively.
    • Support Account Managers to ensure projects are completed on time and within budget.
    • Solve bottlenecks in production.
    • Implement and enforce best practices in project management to enhance delivery quality and client satisfaction.
    • Ensure optimal utilization of resources.
  • Quality Control:
    • Establish and enforce quality standards for all studio outputs.
    • Conduct regular reviews and provide feedback to ensure consistent market-leading quality.
    • Lead and mentor the Account Strategy and Production Studio teams from an operational perspective, fostering a culture of continuous improvement.
    • Enforce adherence to policies and standard operating procedures.
    • Promote collaboration and communication across departments to achieve operational goals.
    • Conduct financial analysis to identify cost-saving opportunities and improve profitability.
    • Work with the finance team to track project costs and ensure accurate invoicing.
  • Reporting and Documentation:
    • Enforce standard operating procedures and ensure the maintenance of accurate file storage relating to client deliverables.
    • Prepare and present regular reports on agency performance to other senior leadership.
    • Manage any required relationships with external vendors and suppliers.
    • Negotiate contracts and agreements to ensure favorable terms and conditions.
Requirements
  • Bachelor's degree in Business Administration, Operations Management, or a related field (Master's degree preferred).
  • 7+ years of experience in studio or operations management within a marketing or digital agency environment.
  • Strong project management skills with a proven track record of delivering projects on time and within budget.
  • Proficiency in operations management tools and software (e.g., Forecast App, MS Project, Asana).
  • Excellent financial acumen and experience managing budgets and financial performance.
  • Strong analytical and problem-solving skills.
  • Excellent communication and interpersonal skills.
Nice to Have
  • Relevant certifications such as PMP (Project Management Professional) or Lean Six Sigma.
  • Familiarity with agile project management methodologies.
  • Knowledge of quality management systems and standards.
  • Experience with change management and process re-engineering.