About the Role We are looking for a Creative Agency Operations Manager to join our customer’s Global Digital Marketing team through Intellias on a staff augmentation basis. This is the role that makes everything else possible. The Creative Factory is a fast-growing internal agency serving internal clients across 90+ markets. As the bridge between the project management and creative teams, you will own the operational flow of work—from intake and scoping through production, delivery, and close-out. You will act as the traffic controller and production lead, eliminating ambiguity, preventing missed timelines, balancing resources, and enabling creative specialists to consistently deliver professional, high-quality work.
The ideal candidate brings a startup mindset—proactive, structured, pragmatic, and biased toward action combined with the operational discipline required to run a complex, multi-disciplinary creative function at scale. Project Overview Our customer’s Creative Factory is a growing team of specialists across creative, production, and coordination functions, supporting market teams and business stakeholders across a global footprint. The Creative Agency Operations Manager will report directly to the Global Marketing Creative Operations Lead and work alongside the Creative Director as part of the Creative Factory’s leadership core.
The operating model is Jira-based and sprint-driven, with internal clients across multiple markets. As the in-house agency expands and workstreams become increasingly complex, this role will own and continuously improve the daily operations, processes, workflows, and resource management practices that enable the Creative Factory to achieve its ambition of becoming the agency of choice for the organization.
Key Responsibilities Workflow & Intake Management Own the end-to-end project workflow, including intake, scoping, scheduling, production, delivery, close-out, and feedback. Ensure every request follows a structured and predictable path through Jira, with accurate documentation at each stage. Triage and prioritize incoming briefs based on capacity, urgency, business impact, and strategic importance. Establish and manage a fast-track process for straightforward, quick-turnaround work, enabling small budgets and rapid timelines without compromising quality. Identify workflow gaps and proactively implement improvements. Communication & Stakeholder Management Serve as the operational bridge between the project management and creative teams, balancing priorities, expectations, and capacity. Negotiate priorities and timelines between creative specialists, project managers, and internal stakeholders. Remove operational overhead from designers, developers, editors, strategists, and other creative specialists so they can focus on delivering high-quality work. Act as the primary operational point of contact for external creative vendors, including freelance designers, agencies, and copywriters. Build trusted and collaborative relationships with the Global Digital Marketing team and local marketing teams across markets. Identify potential issues early and take prompt action to protect timelines, quality, and client expectations. Capacity & Resource Management Maintain clear visibility of team capacity, workload, and hours logged across the Creative Factory. Schedule work based on real resource availability across design, copywriting, video, UI/UX, and development. Coordinate resources across multiple disciplines and concurrent projects. Communicate workload status and capacity constraints proactively to the creative team and internal clients. Set clear expectations around timelines, dependencies, and delivery dates from the beginning of each engagement. Provide the creative team with weekly task plans and timelines aligned with agreed priorities. Scoping, Quoting & Client Liaison Scope and quote each request before production begins. Apply the internal rate card consistently and accurately. Manage client expectations regarding scope, timelines, resources, and deliverables. Obtain appropriate sign-off on scope before production starts. Serve as the primary operational liaison for internal clients across markets, providing responsive, organized, and solution-oriented support. Track project costs, risks, dependencies, and changes throughout the production lifecycle. Reporting & Continuous Improvement Track and report weekly on productivity, resource utilization, delivery performance, resourcing needs, and client satisfaction. Use analytics and performance data to identify trends, bottlenecks, and opportunities for improvement. Feed insights back into the workflow and operating model to improve throughput, predictability, and quality. Proactively identify process inefficiencies and recommend practical solutions. Drive continuous optimization of the Creative Factory’s operational model rather than simply maintaining existing processes.
Required Qualifications & Experience Bachelor’s degree in marketing, Communications, or a related field. Minimum 5 years of experience in marketing communications, project management, agency production, or related fields. Previous experience working within an advertising or creative agency is required. Candidates with only corporate project management experience and no agency exposure will not meet the requirement. Strong understanding of branding, marketing, and creative development, gained through close collaboration with creative teams. Ability to scope, brief, coordinate, and quality-check creative work. Hands-on copywriting or design production is not required. Working knowledge of digital marketing, AI tools, and media production workflows. Strong Jira proficiency, including workflow configuration, sprint planning, backlog management, and project tracking for multi-disciplinary teams. Excellent communication, negotiation, and interpersonal skills, with the ability to work effectively with both creative specialists and non-creative business stakeholders. Highly proactive and action-oriented, with a demonstrated ability to identify problems early and improve processes without being asked. Strong organizational and time-management skills, with exceptional attention to detail and the ability to manage multiple priorities under tight deadlines. Experience with project scoping, financial tracking, budgeting, and risk management in a production environment. Strong written and spoken English, with the ability to communicate clearly across creative, technical, and business audiences.
Nice-to-Have Qualifications Experience with internal rate card, cost allocation, or chargeback models. Familiarity with the full creative production lifecycle, including:Design Video production Copywriting UI/UXWeb development Direct, hands-on experience in a digital media or production environment. Experience working in a B2B or regulated industry. Additional European language skills.
What Success Looks Like In this role, success means creating an environment where creative teams can focus on great work because the operational foundation around them works seamlessly.
You will be successful when:Projects enter the Creative Factory with clear scope, priorities, timelines, and expectations. Teams have reliable visibility into workload and capacity. Creative specialists spend less time dealing with operational ambiguity. Internal clients know what to expect and receive proactive communication. Projects move through Jira consistently and predictably. Risks and bottlenecks are identified before they impact delivery. Data is used to improve productivity, resource allocation, and quality. The Creative Factory becomes faster, more scalable, and increasingly recognized as the organization’s agency of choice.
Why Join This Opportunity? Build something ambitious: Help establish and optimize the operational backbone of a genuinely ambitious in-house agency. Global scale: Work with a Creative Factory supporting internal stakeholders across 90+ markets. Real impact: Operate at the center of a growing creative function where your decisions directly influence delivery, quality, and team performance. Continuous improvement: This is an active optimization role—not simply a maintenance position. Innovation: Help the team experiment, improve workflows, and consistently deliver outstanding creative work within real-world constraints. Global technology partner: Join through Intellias on a stable staff augmentation engagement. Remote flexibility: Work fully remotely within the EU time zone.
Key Skills Creative Agency Operations | Agency Production | Project Management | Marketing Communications | Creative Workflow Management | Jira | Sprint Planning | Backlog Management | Resource & Capacity Planning | Scoping & Quoting | Rate Cards | Stakeholder Management | Vendor Management | Digital Marketing | Creative Production | Risk Management | Process Improvement | AI Tools | English
Education Bachelor’s degree in marketing, Communications, or a related field.