Operations Manager

• We are problem solvers. We don’t just spot problems (that’s the easy bit) we come up with smart, creative solutions.
• We’re active. We don’t sit around assuming someone else will make something happen, we’re driven to get up and do it ourselves.
• We’re always hugely ambitious for the work. Not content with ‘good enough’ because we all know that’s not actually good enough.
• We’re adaptable, not inflexible. That way we’re always open to explore new ideas, experiences and channels.
• We’re team players, not lone wolves. Because we’d be crazy not to make the most of the huge pool of talent around us. Plus, it’s much more fun to work together.
• We use our EQ, as well is our IQ. People who ‘get’ people are so much better at their jobs, and nicer to be around.

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  Raise POs and work with Finance on issues relating to invoices / payments / budgets / vendors

• Partner with the Finance team to reconcile / track time and revenue on all live projects
• Manage weekly Sugar updates to ensure all net new and organic opps are captured and up to date (and co-ordinating with new business when required)
• Running monthly Sugar reports and updating the relevant slides for Finance meetings

• Maintenance of Global SharePoint Site – ensuring all new joiners are given access and all leavers are removed & approving all new access requests
• Document management and file sharing – making sure that all documents are downloaded and saved on the team’s SharePoint site; as well as policing the Global SharePoint to ensure all documents are tagged correctly and saved to the correct folder

• Facilitating the Monthly Team Meeting – ensuring that the calendar for the year is set up and each team member is allocated a hosting slot; working with the hosts each month to finalise the agenda and share with Management ahead of the meeting; prepping new business / pipeline slides each month (and ensuring a room is secured for those attending in person)
• Maintenance of the Team email distribution lists and WhatsApp groups– ensuring these are kept up to date with new joiners and leavers are removed
• Maintenance of the Team organigram chart – ensuring these are kept up to date with new joiners and leavers are removed
• Ensuring the Team keeps their bios up to date, and these are stored on the SharePoint
• Ensuring the G&I Onboarding document is kept up to date
• For the Sustainability Practice – maintenance of project WIP status and working with Project Leads to ensure it’s updated weekly; as well as attending weekly team meeting
• For the Sustainability Practice – weekly updates to the Global OM
• Resourcing:

• Work with the UK lead and practice leads on resource planning
• Weekly management of the 10,000 feet resourcing tool– consolidating and inputting resource plans, outputting utilisation plans, identifying solutions within the team, in Ogilvy UK, with Ogilvy G&I NY and via Freelance (for over/under capacity)
• Partnering with the UK lead to chair weekly Resourcing meetings

• Manage and update the Talent Pipeline document and working with Talent Acquisition to schedule all recruitment interviews

• Process Freelancers on YunoJuno when required (either directly in YunoJuno or working with the Resourcing team in main agency)
• Work with the People Team to plan for secondments from other Ogilvy offices (travel, accommodation)
• Maintenance of the team’s online Annual Leave calendar

• Excels at managing expectations and resolving project-related issues.
• Managing assigned projects taking ownership from conception to completion.
• Managing assigned projects to time, to budget and expected quality.
• Work in collaboration with Consultants & Principles on creation, and updates to statements of work, time plans and project budgets.
• Proactively identifying and solving issues and mitigating risk.
• Leads triage on projects.
• Drives decision-making around projects, ensuring that key stakeholders are involved and consulted at the right moments, resulting in projects being more efficiently delivered.
• Actively can participate in conversations around the final product, adding value where relevant.
• Ensuring that all assigned projects have a clear brief.
• Proactively identify operational improvements.
• Simplify working processes where possible.
• Take part in Ogilvy and Group delivery initiatives when asked.

Collaboration:

• Facilitates and drives project collaboration, ensuring that key conversations happen in a timely manner.
• Is able to both participate and mediate within project conversations.
• Proactively consults with the business and wider specialisms to ensure project needs are met.
• Is able to create conditions to collaborate between internal and external stakeholders which result in positive outcomes.

Problem solving & decision making:

• Anticipates and resolve problems on their own projects, demonstrating an ability to manage an increased number of projects and decisions.
• Is able to more actively resolve problems without requiring escalation.
• Demonstrates strong judgment in their decision making ability.