PR Operations & Administration Manager at Ogilvy South Africa

Ogilvy PR is looking for a proficient operations manager with extensive experience in traffic management and office administration. A person who has strong organisational capabilities and is administratively excellent.

The successful candidate will be responsible for the coordination of content development between the client services team and the newsroom, this would include both editorial and creative studio content to ensure briefs received are to standard, allocation of resources, deadline management and quality control.

Essentially the operations manager is responsible for effective system management of all processes and procedures within the agency. The successful individual must be a team player and promote a positive work culture.

PURPOSE

• To positively impact the effective management of all systems, processes and procedures within the agency with a particular focus on the Ogilvy Newsroom.

KEY RESPONSIBILITIES

Impacting delivery and quality

• Managing the daily output of the Ogilvy Newsroom, ensuring delivery deadlines and the highest possible standards are met consistently
• Run and manage daily meetings between Client Services and Newsroom and follow up on key actions with team members responsible for the job.
• Collaborate with the client services team to ensure quality briefs are submitted on time
• Working with client service team to develop chase lists and timing schedules on large and complex projects.
• Organising, planning, and administration of agency projects focusing on operational duties in consultation with the Newsroom Director and the other business executives
• Development and design of relevant processes to aid the agencys profitability and efficiencies.
• To assist with production projects and other ad-hoc projects as required.
• In collaboration with Director of Newsroom, and the leadership team to source the most suitable outside suppliers and freelancers.
• Setting up of creative briefings, reviews and presentations.
• Manage the administration requirements of the office.
• Assist with internal communications and arrangements for the team.
• To drive other disciplines timing through organising and running timesheet management against Fee and non-Fee Client business.
• To perform duties as and when required on the operational management and administration of the agency.
• To actively manage the company portfolio of current and new business with support from the Client Service and New business teams, managing the delivery of goods, and any other related requirements, including managing the reconciliations related to these projects.
• Assist with ad-hoc projects.
• Always strive for flawless admin/housekeeping.
• Reconcile and manage project budgets.

Impacting relationships

• To actively manage and foster excellent supplier relationships
• To foster and nurture good working relationships within the team
• To drive a positive, can-do culture in the agency

Impacting profitability

• To negotiate and secure the best price with all third-party suppliers
• To enhance productivity of Newsroom and studio team
• To provide monthly timesheet analysis and reports at leadership meetings
• To ensure that all financial processes are adhered e.g. invoicing, raising of POs, and on-boarding of clients and suppliers.
• To quality check and approve PQs alongside the Business, Financial and Managing Director.
• To accurately manage agencys invoicing and billing process
• To ensure quick and accurate cost reconciliations on completion of projects/job and monitor internal costs to ensure these are all accounted for and within budget
• Management of new business administration

APPLICANT REQUIREMENTS

• Suitable tertiary education
• At least 6 years of agency experience, at least 3 of those in a traffic manager role.
• Proficiency in PR and below-the-line communication.
• A very well-organised person who knows the industry and how to prioritise and coordinate multiple responsibilities and tasks in a pressured and dynamic environment.
• MUST have a strong personality- no Nonsense attitude be results orientated professional and fair.
• PC Literacy essential (All MS Office applications)
• Sound business and financial acumen.
• Excellent, open, confident communicator.
• Must be resilient, tenacious and have the ability to deal with pressure and manage personalities in a high-stress environment.
• Energetic, enthusiastic, and willing to go the extra mile when required.
• Proactive with a sense of urgency.
• Integrity is essential in view of confidential information
• Detail orientated
• Organising, planning, control and administrative skills are essential