Operations Specialist, Client Content and Workflow

What You’ll Do

The Operations Specialist, Client Content and Workflow oversees the development and implementation of efficient processes for content creation, management, and workflow optimization. You will act as the central communication hub, ensuring smooth coordination between teams. You will utilize your proficiency in managing digital projects and workspaces to design efficient workflows, manage projects from start to finish, and ensure resources are used wisely and within budget. The Operations Specialist, Client Content and Workflow, will ensure that all deliverables meet deadlines and align with the organization’s quality standards.  This role leverages project management and operational leadership to enhance productivity, uphold quality standards, and achieve strategic goals efficiently and on budget.

A Day in the Life

Deliverables

• Design and implement effective content workflows and operational strategies.
• Monitor the progress of projects and adjust schedules as necessary to meet changing priorities.
• Generate reports on project statuses, team productivity, and resource utilization.
• Identify workflow inefficiencies and implement solutions to improve processes.
• Anticipate potential constraints or conflicts and proactively resolve them.
• Ensure all deliverables are completed on time and meet specified requirements.
• Ensure all projects follow established guidelines, including legal, compliance, or branding requirements.
• Create and maintain documentation related to deadlines, budgets, and team responsibilities.

Internal Responsibility

• Monitor team workloads and redistribute tasks to maintain a balanced workload.
• Collaborate with department leads to ensure team members have the resources, tools, and support they need.
• Assign projects and tasks to creative and editorial team members based on capacity and expertise.
• Route jobs and content between teams, ensuring efficient workflow and compliance with quality control standards.
• Act as the primary point of contact between the creative, editorial, and account teams.
• Facilitate cross-departmental communication to eliminate bottlenecks and resolve issues that may delay projects.
• Build strong partnerships with and understand the importance of meeting the needs of internal teams

Client Responsibility

• Communicate project status updates to stakeholders on a regular basis.

Other duties may be assigned to help drive deliverables within this role.

What You Must Have

Education and Experience

• Bachelor’s degree
• 2–4 years of project management, traffic management, or operations experience in an agency, creative studio, or similar environment.
• Knowledge of leveraging SharePoint as a collaborative tool for document management and knowledge sharing.

Skills and Competencies

• Ability to communicate clearly and work collaboratively in a dynamic, virtual environment
• Ability to manage multiple priorities in a fast-paced environment
• Ability to effectively utilize time to manage duties, communicating proactively when unable to meet timelines
• Emerging ability to assess areas for opportunity and improvement
• Proficiency with MS Office Suite, Adobe Acrobat, Workfront (or similar project management tools), Zoom (or other similar systems), cloud-based file servers, calendars, and messaging systems
• Excellent interpersonal, organizational, verbal, and written communication skills

What You Might Have, but Isn’t Required

• Workfront experience or other project management system

• Experience in various CRM systems
• Experience working in a completely virtual environment

The Team You’ll Work Closest With

You will work closely with the Creative and Editorial teams and partner with the Client Services, Business Operations and other departments depending on the project need.