Marketing Operations Manager

Position Overview: 

The Marketing Operations Manager will play a critical role in managing and optimizing the agency’s internal marketing processes. This role is a unique blend of project management and operational process improvement, ensuring the smooth execution of marketing campaigns, improving workflows, and increasing the overall efficiency of marketing operations. The Marketing Operations Manager is the liaison between the account team, creative team, and external vendors.  The ideal candidate will have strong project management and organizational skills, a deep understanding of marketing technologies, and a passion for continuous process optimization. They must be adept at anticipating problems and recognizing opportunities. 

Key Responsibilities: 

Project Management: 

• Oversee and manage client and agency projects from initiation to delivery, ensuring projects stay on time, within budget, and meet the highest quality standards. 
• Collaborate with internal teams (account and creative) and external partners to ensure clear communication, project scope, quoting, deadlines, and deliverables are well-defined and achieved. 
• Create project proposals, estimates and timelines that meet client and agency goals. 
• Proactively gathers the necessary information to plan and implement projects. 
• Track project progress using project management software and ensure all stakeholders are informed and aligned on timelines and expectations. 
• Act as the primary point of contact for internal clients during the execution phase, addressing questions, resolving issues, and ensuring satisfaction throughout the project lifecycle. 

Process Improvement & Optimization: 

• Identify opportunities to streamline workflows, enhance cross-departmental collaboration, and reduce bottlenecks in marketing operations. 
• Work with agency leadership to develop and document best practices and standard operating procedures for marketing processes. 
• Evaluate and implement tools and technologies (e.g., CRM, marketing automation, analytics platforms) to improve efficiency and data accuracy across the agency. 
• Conduct regular audits of existing processes to identify inefficiencies and implement corrective actions to improve overall productivity and quality. 
• Review agency costs/time allocation to ensure productivity and profitability. 
• Prepare and deliver regular reports to senior leadership, providing visibility into project timelines, budget tracking, and project success. 

Team Coordination & Resource Management: 

• Manage resource allocation across projects, ensuring that the right talent is available to meet client demands and internal needs. 
• Support the development and maintenance of marketing timelines, ensuring that key milestones and deadlines are met for both clients and internal projects. 
• Collaborate with HR or hiring managers to ensure the department has the necessary resources and skills to execute projects effectively. 
• Coordinate with external vendors, contractors, or partners as needed to ensure project components (e.g., print materials, media buys, software) are delivered on time and within budget. 
• Audit freelancer and vendor invoices upon project completion and track project expenses and agency time for monthly agency billing. 
• Seek out additional freelance and vendor resources to ensure a consistent, qualified & competitively priced network of talent and agency vendors. 
• Build and maintain strong relationships with internal and external clients by proactively managing expectations, troubleshooting issues, and delivering exceptional service. 

Qualifications: 

• Experience: 
• Experience in marketing operations, project management, or a related role within an advertising agency or marketing team. 
• Proven experience managing multiple marketing projects simultaneously, with a focus on timelines, budgets, and resource allocation. 
• Strong background in process improvement and operational optimization, ideally in a fast-paced agency or client-service environment. 
• Proficiency with project management tools. 
• Prefer experience related to development of spreadsheets, budget tracking & reconciliation, financial calculations, billing, and profitability tracking. 
• Skills & Competencies: 
• Excellent project management skills with a focus on delivering results and managing client expectations. 
• Strong communication skills, both verbal and written, with the ability to interact with multiple teams effectively. 
• Ability to manage competing priorities and deadlines while maintaining high-quality work standards. 
• Thorough understanding of the planning, creative and production processes. 
• Analytical mindset with the ability to assess data, identify trends, and make data-driven decisions. 
• Detail-oriented and highly organized, with the ability to manage complex projects and processes. 
• Strong problem-solving skills and a proactive approach to identifying and resolving operational issues.   
• Shared Bear qualities and values.