Resource/Traffic Manager

London, United Kingdom · Production expand job description ↓

Description

It’s our belief that if we are not hiring people who are more on the ball, even funnier and with more knowledge than we currently possess, we cannot grow as a company.

ROLE

This is a role combining both resource and traffic management. The resource management part of the role entails effective scheduling of resource booking and communications. The traffic management aspect assists with the effective running of the agency, helping to manage how work comes in from the Accounts team, New Business Managers and Production team, to coordinate the a timely and efficient workflow across all teams and reporting from brief to completion.

RESPONSIBILITIES:

Key tasks pertaining to the role are outlined below:

  • Responsible for co-ordinating resource/ traffic management process by working with project lead to book internal resource, and freelancers for a given project
  • Running the resource schedule in 10K Feet, for external and internal resource
  • Booking time against resource according to project estimates, updating daily as projects progress
  • Identifying gaps in resource based on estimates for incoming projects
  • Managing freelance bookings, working closely with HR to extend or give notice where necessary
  • Ensuring that the relevant producer/HoD has conveyed resource requirement to HR, checking that project budgets support a freelancer and obtaining sign off to hire from Accounts
  • Training new starters in how to use 10K feet and general maintenance of the platform, working with IT where necessary.
  • Weekly resourcing meeting to update account, production team and heads of department on resource shortages across disciplines
  • Liaising with leadership team on a regular basis to discuss upcoming resource requirements/ hiring strategy
  • Checking in with HR on a regular basis to ensure that freelance/permanent resource requests are on track to be filled by the required date, offering support if required
  • Monitoring utilisation of freelance resource (freelance tracker) and offering alternatives within the permanent team where available
  • Setting up new projects in 10k Feet with correct rate card, budget, timings, job code, phases & resource
  • Producing a two week forecast on a weekly basis of team utilisation by discipline across paid, internal and pending projects
  • Aiding project planning by identifying potential gaps in resource, suggesting potential start dates, advising on most suitable skill set within the team
  • Ensuring that resource is utilised effectively across internal tasks in instances where no paid work is available
  • Involved in and mindful of key aspects of workflow, including kick off, milestone and deadlines
  • Project prioritisation and conflict resolution based on value assessments, timings, with escalation for input from Leadership team
  • Liaising with the Marketing team weekly regarding design resource, project wrap up and upcoming requirements
  • Running commercial viability checks on all pending projects from a resourcing point of view and regularly reviewing them from kick-off to wash up once this system has moved to 10K Feet
  • Tracking resource bookings are aligned with budgeted resource to ensure minimum overspend, discussing any issues with project owner and Financial Controller
  • Job tracking on a regular basis, comparing scheduled time with actual time and using data to aid discussions with production team about estimates
  • Work closely with Project Managers and Studio teams to ensure that daily deadlines are met
  • Problem solving when there is an urgent requirement and offering a variety of solutions
  • Able to update on capacity in the team at any time, attending daily status meetings across all projects
  • Continuously looking for ways to improve relevant resource and traffic processes where necessary

Requirements

  • Prior experience in a Resource/Studio/Project Management role
  • Excellent internal and external stakeholder management
  • Lover of process and obsessive about detail
  • Pro-active and conscientious no matter how big or small the task
  • Always looking for ways to improve current practices
  • Calm under pressure with a positive attitude
  • Excellent team player
  • A willing problem solver and multi-tasker - A desire to take ownership and grow within this role
  • Experience working extensively with Brand Guidelines
  • Confident briefing studio teams, challenging briefs and answering queries
  • Excellent time management and ability to prioritise
  • Incredible attention to detail
  • Enthusiastic about working in a dynamic and fast-paced environment
  • Able to communicate with clients and suppliers in a clear, friendly and professional manner
  • Able to manage, then ultimately exceed expectations in all areas of the role
  • A strong inquisitive sense, with the confidence to know when to challenge a brief *
  • Ability to get the best out of people, including external resources
  • Excellent PC skills – highly familiar with gmail and google docs and proficient in Word, Excel and PowerPoint
  • Database management experience, ideally hubspot CRM but training will be given.
  • Punctuality, reliability and accuracy are all key
  • Honest and trustworthy

Benefits

  • A competitive full-time package
  • Strong focus on work/life balance
  • Family friendly policies
  • Company pension
  • Training
  • Participation in our monthly Hackweek projects
  • A whole host of additional schemes like Medicash, Cycle to Work, subsidised Gym Membership, Childcare Vouchers, Season Ticket Loan, Eye Care and Perkbox
  • A well stocked kitchen
  • Beer o'clock every Friday

MORE ABOUT US

rehab is a creative technology company based in London and New York.

We transform brands from Alpha to Beta by integrating emerging technology with strategy and creative to help them create services that play a more meaningful role in people’s lives. Rehab helps brands inspire rather than interrupt through useful, relevant and utility-led services, meeting brand and business challenges in an innovative and relevant way.

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