We are looking for an Operations Manager for Engine’s HQ in London. This brand new role has been created as a result of Engine’s international growth and will play a key part of ensuring that Engine continues to delivers an exceptional experience for their clients.
Sitting at the heart of the studio you’ll be the one managing the day to day resource co-ordination across both offices and having your finger on the pulse be the one who knows what is happening next in the studio’s. Your main focus will be to ensure that the design team have everything they need to maximize their creativity and for projects to run effectively and efficiently. You will work closely with the Directors project managers and project leads to ensure projects run smoothly and deliver an exceptional client experience.
You will be highly organized, confident and sociable with lots of hand on experience of managing resource and operations within an agency/consultancy environment.
You’ll be great at adapting and matching your approach to working with different kinds of people. You’ll be able to empathise and respond to the pressures other people are under. You’ll always share in the challenge of getting something done. You’ll be able to find the right ways to motivate and influences others whilst keeping them focused on the outcome. You’ll have a keen eye for detail and be able to spot and act on opportunities to improve things. You’ll also be focused on making things better and so comfortable giving and receiving feedback.
Responsibilities Include (but not limited to):
Resource Management – Responsible for co-ordinating and planning all resources across the consultancy together with the project managers, short-term and long- term. Responsible for ensuring that the right teams are being proposed and working closely with NB team to ensure that as sales progress through the pipeline we are able to resource them. Responsible for to ensuring utilisation targets are met. Responsible for ensuring that any non billable time is used appropriately to deliver internal projects and tasks. Responsible for generating timesheet and any productivity reports for Operations Director. Responsible for coordinating and approving all holiday requests. Responsible for daily check in of the team to ensure everyone is where they are supposed to be and safe.
Recruitment – Responsible where appropriate to source and book freelancers and build great relationships with them. Responsible for supporting the Directors in permanent team member recruitment. Responsible for reviewing CVs and creating appropriate short lists for face to face interview.
Freelance Network – responsible for building and maintaining a reliable freelance network covering all required skills. Responsible for making sure Engine is the preferred place to work for our freelancers. Responsible for ensuring that freelance contracts, NDAs, insurances etc are in place. Responsible for liasing with the freelancers regarding resourcing requirements for projects and agreeing rates etc. Responsible for ensuring the freelancers bill appropriately.
Supplier Management - Responsible for ensuring that Supplier agreements, NDAs, insurances etc (as per supplier set up process) are in place. Responsible for liasing with the Suppliers regarding terms and conditions and any escalation management.
Employee Experience – Responsible for organising and managing the induction of new freelance and permanent staff. This includes contracts, NDAs, referencing, address checks, DBS, credit checks and ensuring that all HR records are updated with the required paperwork. Responsible for putting together the induction programme for all new starters and ensuring that every new starters induction is completed. Responsible for planning, organising and delivering Engine social events. Responsible for ensuring that there are initiatives in place to enable the team to be effective creative. Responsible for ensuring that all 121s, appraisals, 360s and skills reviews are completed as per agreed cycle and documentation is kept up to date. Responsible for ensuring all probation reviews and exit interviews are completed. Responsible for ensuring all annual training commitments are kept in relation to DPA, GDPR, anti bribe and cyber security.
GDPR – responsible for ensuring there are appropriate polices, training and quality checking to ensure Engine remain GDPR compliant.
Partnership Management – Responsible for ensuring that partnership agreements, NDAs, insurances etc are in place. Responsible for liasing with the partners regarding resourcing requirements for projects and agreeing rates etc. Responsible for ensuring the partners bill appropriately.
Risk Management - Responsible for completing the annual health and safety, security and fire risk assessment, taking any required actions and raising any risks to the Board of Directors.
Business Continuity Plan – Responsible for keeping the business continuity plan up to date, formally annually reviewing it and annually testing of the plan.
Employee Handbook – Responsible for the bi annual review of the employee handbook to ensure that policies are kept up to date with latest legislation and business practices. Responsible for ensuring that records are kept of employees acknowledging receipt of the handbook and any updates to it.
Record Keeping – Responsible for ensuring that all HR records are kept up to date with appropriate information required by law. Responsible for monthly reporting in relation to HR matters. Responsible for sickness reporting.
First Aider and Fire Warden – Responsible for ensuring that your first aid and fire warden training is up to date along with all others in the team.
IT escalation point – responsible for the relationship between Engine and their IT company. For ensuring that the IT company deliver the required service and any IT issues internally are escalated to you.
- At least 2 years of directly relevant agency experience, with a proven track record of resource management/trafficking.
- A very good understanding of how a creative consultancy/agency operates.
- Highly organised, with the ability to implement and maintain systems.
- Excellent inter-personal skills and confident in dealing with people at all levels.
- You will be a self starter, you have initiative and take the lead– you just get things done as you have as you have a strong ability to put plans into action.
- Superb communication skills with fluent written and spoken English.
- Strong skills in Excel and Word, with a very high degree of overall computer literacy.
- You’ll have great analytical skills, energy, ambition and ability to get things done. You are highly organised and great with people with a good eye for detail. You will take pride in your work.
- You’ll have fantastic ability to keep calm under pressure, and genuinely enjoy teamwork. You’ll make people smile even when the going gets tough!
- You’ll be able to anticipate problems before they get out of control, and have a bunch of Plan B ideas to fix them.
Email your CV and a covering letter to firstname.lastname@example.org