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Workflow Manager
Ref No.: 17-11323
Location: New York, New York
Position Type:Contract
Start Date: 11/21/2017
Workflow Manager (Creative Resource Manager)
Location: NYC (Near Herald Square)
Duration: Ongoing Contract w/ potential for full-time 
Industry: Events Management Company

Manages resource planning, allocation and scheduling across departments. They direct and help coordinate the day-to-day agency creative and production efforts typically with the department heads.

Responsibilities and Duties:

Planning, Analyzing, Evaluating
  • Works with producers and creative directors to assess talent needs, acts as point of contact to book and confirm talent.
  • Proactively builds on a pre-existing network of contacts.
  • Ability to recognize internal creative needs or project risks.
  • Monitors creative team hours and utilization.
  • Assists producers in locating agency talent / freelance needs.
  • Reviews, analyzes, evaluates and vets creative talent for the agency.
  • Determines project risk on an ongoing basis, escalates issues as needed
  • Manage resourcing forecast spreadsheets for all departments based on input from weekly meetings and the Production Team; flagging potential resource booking conflicts
  • Maintain constant knowledge of current and upcoming projects and business development activities as they relate to resourcing.
  • Monitor day to day project activities and resourcing, identifying potential instances of underutilization and actively work with department leads to address and solve those issues
  • Recommend process improvements for Resource Management
  • Responsible for managing overall utilization

Team Leading, Coordinating, Managing
  • Schedules all creative meetings and works with the producers to monitor schedules and project needs.
  • Helps to prepare materials for creative presentations.
  • Manage communication around shifting priorities with key stakeholders.
  • Monitors staffing and resources against assigned projects in order to meet project deadlines and budgets.
  • Act as the team leader on all assigned projects.
  • Maintains communications with appropriate agency and client personnel to ensure positive workflow. Escalating exceptions and issues to Director level as required
  • Keeping project status reports up to date
  • Monitoring and enforcing project constraints (schedule / scope / resources)
  • Champion internal systems for higher productivity working
  • Drive projects to final stages of completion by keeping the team both on track and highly motivated.
  • Run weekly resource meeting and facilitate resourcing issues / conflict resolution with Production Team and appropriate department heads.
  • Arrange weekly meetings with Production and Senior Management Team, to discuss all active programs and potential new business as well as to stay informed of potential issues such as resource and change control matters

Project & Product Management
  • Manage assigned projects, involved with client projects from start to finish, ensuring successful project completion against deadlines.
  • Provide and maintain agency resource status - liaising with development teams, designers and commercial staff to provide accurate updates of resource needs
  • Initiates and leads all appropriate project meetings.
  • Prepare documentation and paperwork for all talent and freelance hires.
  • Track availability of all agency staff members.
  • Track and manage talent database. Manage freelance and contract worker relationships.
  • Assist in managing the production of new business presentations and materials as assigned
  • Works with producers to insure proper billing and invoicing.
  • Strong business and personal ethics