Director of Agency Operations

JOB OBJECTIVE: 

The Director of Agency Operations is responsible for the agency’s efficient, profitable operation and the execution of its business plan. This role will focus on enhancing profitability, process improvement, and strategic collaboration across all teams to optimize internal processes, improve resource utilization, and support the agency’s long-term growth objectives. The Director will also be heavily involved in financial planning and reporting, as well as HR coordination, working closely with team leaders to implement effective operational systems and foster a productive agency environment.

JOB RESPONSIBILITIES: 

Financial Planning, Profitability and Reporting

• Collaborate with team leaders to develop comprehensive financial plans, budgets, and forecasts that align with agency goals.
• Partner with the account team and project manager to design profitable pricing strategies for agency services, ensuring optimal use of resources to meet margin goals.
• Maintain oversight of the billing cycle, ensuring timely and accurate invoicing and accountability for client billing.
• Develop, monitor, and generate detailed reports on KPIs that measure and track the agency's financial, operational and strategic goals; presenting data-driven insights to inform continuous improvement and strategic decisions.

Operational Oversight

• Oversee the development, implementation, and continuous improvement of systems that enhance workflow visibility, track team progress, and proactively identify obstacles.
• Ensure that all agency departments—including strategy, creative, media, account, sales, and project management—operate efficiently and profitably.

Project Management Leadership

• Lead, coach, and manage the project management team, setting clear goals and providing guidance for successful project execution and professional development.
• Ensure Workamajig is utilized effectively, maintaining accurate data and insights and recommending necessary improvements to maximize system efficiency.

Human Resources Coordination

• Regularly review the Ten Acre Marketing Employee Handbook for updates, collaborating with HR to ensure policies and procedures reflect current practices.
• Partner with HR to streamline communication and support initiatives that benefit agency operations and personnel well-being.
• Maintain up-to-date job descriptions, working with team leaders to adjust and clarify responsibilities as necessary.
• Develop and oversee smooth onboarding processes for new employees in partnership with team leaders, ensuring thorough orientation and training for seamless integration.
• Hold team leaders accountable for timely performance reviews and individual goal progress.

IT and Agency Software Management

• Coordinate with IT to ensure team members have the necessary hardware and maintain an accurate equipment inventory.
• Manage technology and systems integration, ensuring all tools, file-sharing software, and internal software, specifically Workamajig, are optimized and used effectively across the agency.
• Oversee the training, efficiency, security, and ease of use of agency software platforms and systems, including shared drives and data tracking tools, to support operational consistency and data integrity.

JOB REQUIREMENTS

• Bachelor’s degree in finance, business, or a related field.
• 8+ years of experience in operational leadership, ideally within a marketing or creative agency.
• Proven track record in financial management, budgeting, and strategic planning.
• Proficiency in agency management software (Workamajig preferred).
• Excellent communication and presentation skills, with the ability to effectively manage cross-functional teams.
• Strong organizational and time-management skills, with the ability to drive projects to completion under tight deadlines.
• Key attributes: Passionate, Insightful, Enjoyable, and Brave.