Traffic & Operations Manager at Brand Union

Job description

We are looking for a Traffic & Operations Manager to join Brand Union Johannesburg.

Working with the Operations Director to implement and manage organisational strategies and initiatives for the agency. This role will include working with the Cape Town management team, as well as taking overall accountability for the scheduling & management of studio. This role will also assist in production for the studio.

Key Responsibilities & Accountabilities

• Scheduling, planning, trafficking
• Schedule & manage studio resources and workflow for creative, DTP, copywriting and strategy
• Allocate work and book projects into the studio to maintain regular manageable flow of chargeable work
• Run scheduling / planning meetings
• Produce and update daily / weekly and long-range workflow charts
• Collaborate closely with CD in managing studio
• Prioritise and manage workload, and assist with timelines and project management of jobs, scheduling reviews and deadlines accordingly
• Assist to ensure timelines are reasonable and accurate for job types – if asked, help client service estimate time / cost on jobs where applicable
• Provide quarterly progress reports on improvements, track day-to-day procedural functions and systems progress

Briefs going in

• Monitoring, managing and maintaining complete and comprehensive briefs, and communicating these clearly with the relevant people.
• Follow the deadline approval process

Briefing relevant suppliers

• Freelance & 3rd parties
• Build and maintain freelance database
• Nurture relationships with contractors and freelancers to ensure the best talent is available
• Operations
• Help to develop and maintain operational systems, processes and policies in support of the organizations mission – specifically information flow and management, business process and organizational planning in consultation with Operations Director, Managing Director, Client Service Director and Creative Director
• Play a significant role in long-term planning of initiatives geared toward operational excellence.
• Manage and increase the effectiveness and efficiency of project work protocols to improve the coordination and communication between functions
• Manage, coach and support office staff in reception and housekeeping.
• Monitors budget allocations on jobs and 3rd party expenditures with Client Service and Financial Manager, for the purpose of ensuring that allocations are accurate, revenues are recorded, expenses are within budget limits and/or fiscal practices are followed.
• Create a good working atmosphere & encourage team building, develop & maintain good working relationships across CT & JHB offices
• Ensure studio timesheets are completed. Organise training for new joiners and refresher training on TrafficLive where necessary.
• Where issues are identified on particular jobs/clients work with the client service and creative leads to improve chargeability
• Production
• Being resourceful and innovative when recommending suppliers, translators, render, illustrators, re-touchers, typographers, animators, crew, locations, props and models.
• Where necessary find Production experts to handle the production process and ensure that the development of budgets and timing plans are aligned with agency requirements and negotiate best rates with suppliers
• Stay in close communication with suppliers and the Brand Union team to ensure all parties are updated at every stage of the brief
• Ensure production jobs are delivered on time and to a high quality.
• Key professional and technical skills
• Extensive agency experience in a similar environment
• Team player, good interactive skills, deadline driven, dedicated, passionate, good listener, flexible
• Strong organisational skills, good negotiator and excellent attention to detail
• Willingness to work flexibly with teams to ensure key deadlines and targets are achieved
• Good communication skills and professional interaction with staff and clients
• Proficient in Microsoft office; advanced Excel skills
• Ability to understand, manage and predict resource requirements across multiple client projects, timeframes and departments
• Strong mentoring and leadership skills