Job Description

Job Description

Job Description

Premium advertising agency, and production company based in San Juan, Puerto Rico is looking for an Agency Operations Lead that will be responsible for overseeing the day-to-day operations of the agency, ensuring smooth workflows, and managing team performance. This person is required to thoroughly solve our clients' problems and resourcefully uncover opportunities to significantly grow their business and ours. The agency’s Operations Lead will also have direct contact with clients from time to time. In their capacity, this role must efficiently orchestrate the agency's resources towards focused goals and tasks. By relentlessly pursuing maximum business profitability and team productivity, the Marketing Experience Supervisor will always ensure this is achieved by fostering an inspiring and efficient work environment that aligns with our culture of excellence..

Summary of Key Job Functions:

This role serves as a critical liaison between the agency owner, the Account Executives, and creative resources, ensuring tasks are executed efficiently and to the highest standard. The Operations Manager is expected to have a “sleeves-up” approach, doing whatever it takes to ensure the agency meets its goals and continues to move forward.

This position requires exceptional organizational skills, emotional maturity, and the ability to supervise and ensure all tasks are completed properly and responsibly.

Job Duties and Responsibilities

Responsibilities include:

Team Management and Supervision:

• Supervise and mentor the Account Executive(s), ensuring alignment with agency goals and processes.
• Provide oversight on all tasks and deliverables to ensure they are completed properly and meet agency standards.
• Meticulously collaborate with the agency President across all operations related subjects including but not limited to client management, campaign developments, deliverables, processes, vendor manager and more. .
• Adaptively manage client service and agency performance to optimize results.

Client & Project Oversight:

• In support of the Account Executive, act as a secondary point of contact for clients, ensuring deliverables are met with quality and timeliness.
• Oversee workflows, manage timelines, and coordinate with freelancers to ensure smooth execution of projects.
• Swiftly develop and maintain strong client relationships.

Operational Efficiency:

• Work with agency management to review and optimize agency processes and implement SOPs to reduce bottlenecks and improve communication.
• Handle traffic management, prioritize tasks, and resolve operational issues promptly.
• Identify opportunities for operational improvements and recommend tools or processes to enhance efficiency.
• Swiftly assist, and when necessary, lead in defining project scopes and objectives.
• Thoroughly involve all relevant stakeholders/teams to ensure timely technical feasibility, resource availability, and efficient allocation.
• Thoroughly analyze outcomes and accurately interpret data to inform strategic decisions.
• Meticulously coordinate internal resources to ensure all traditional and digital projects are delivered on time, on budget and within scope.
• Proactively identify opportunities to add value.

Backup Support:

• Step into the Account Executive role as needed, especially during time off or transitions, ensuring seamless project continuity.
• Provide client updates, manage campaigns, and oversee deliverables during coverage periods.

Strategic Input and Innovation:

• Identify opportunities for operational improvements and recommend tools or processes to enhance efficiency. Present findings and recommendations to management.
• Support the agency owner in long-term planning and growth initiatives.

Responsible Use of AI Tools:

• Understand and integrate AI tools responsibly, ensuring ethical and effective usage for enhancing productivity and creativity.
• Stay informed on emerging technologies and recommend innovative solutions to improve agency operations.

Required Qualifications

Education

Bachelor’s degree in Business Administration, Marketing, Communications, or a related field preferred, or equivalent professional experience.

Experience

Minimum of 3-6 years of experience in operations, account management or project management within a marketing agency or similar fast-paced environment.

• Emotional maturity and exceptional people skills.
• Outstanding communication abilities in both English and Spanish (Fully Bilingual) written & oral.
• Strong problem-solving skills with a proactive, solutions-oriented mindset.
• Ability to manage multiple tasks and clients simultaneously while maintaining a high standard of quality.
• Detail-oriented and highly organized, with a focus on execution and beginning-to-end follow-through.
• Adaptability and willingness to learn new tools and processes as needed.
• A “sleeves-up” mentality, ready to do whatever it takes to keep the agency moving forward - comfortable with wearing multiple hats.
• Commercially minded and creatively inclined, our Operations Lead must possess exceptional presentation skills and an uncanny ability to listen attentively.
• They are committed to making our clients feel that the agency is a true extension of their marketing departments. They relentlessly build strong commercial relationships that deepen our business partnerships.
• Our Operations Lead is the living example of how everyone in the agency must behave. They juggle multiple projects, ensuring timely and budget-conscious delivery. The Operations Lead is a team player, motivational leader, and a trusted client advisor.
• In challenging environments, they are exceptional at maintaining composure, keep the team motivated, and deliver exceptional results.
• Knowledge and proficiency in the following software and platforms is required: Mac OS, iOS, Basecamp, Dropbox, Google Suite, Microsoft Office. Knowledge of AI tools and their responsible application in creative and operational processes is also a must.
• Knowledge and experience in the following software and platforms is a PLUS:
  • Project management and task tracking software
  • CRM tools
  • Adobe Photoshop & Adobe Illustrator

Other Relevant Knowledge, Skills, and Abilities

• Excellent oral and written communication skills
• First class organizational skills
• A proactive approach to problem solving
• Experience in working as part of a team
• Embodies accountability & commitment
• The Operations Lead must be able to work as part of a high performance team at a fast pace.
• Possess a keen eye for detail and an understanding of budget restraints
• Posses Customer Service Skills (applicable to both internal and external clients)
• Natural ability to work at a quick pace
• Effective Scheduling skills are necessary
• Must stay up to date with design trends and field innovations.
• Ability and willingness to work irregular hours including weekends and holidays in line with client related projects such as events, promotions, filming, etc.

Equal Opportunity Employer

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