Resource And Business Operations Coordinator Role (Remote)

Work hours are 9am-5:30pm PST

Inviso Marketing is a premier marketing agency. We specialize in work that turns heads, strengthens our clients’ brands, all the while forging a closer connection to their audience. We listen. We integrate. We support. We innovate. We design. We solve. And we’re hiring!

We are looking for an experienced Resource and Business Ops Coordinator to join our team! At Inviso we work smart, hard, and fast to deliver for our clients across a full range of marketing services. As B2B marketing pros with nimble account managers and clever designers, we do it all, from full-scale campaigns to videos, emails, web design and programming, social media, customer journey and case study development, collateral, and more! The Resource and Business Ops Coordinator is the glue to coordinate both sides of our Creative and Account teams’ workstreams to help us find the yin to our yang — all while having a fun along the way!

Job Description

There are two main areas of responsibility:

• Work closely with both the Creative and Account teams, coordinating people and processes to ensure that our projects are completed within scheduled budgets and deadlines.
• Resourcing assignments and project tracking
• Serve as the primary point of contact for all resourcing tasks and capacity planning across multiple teams
• Monitor employee utilization, tracking workloads and overtime to optimize efficiency
• Develop strong grasp of team projects and skillsets required to deliver on contract requirements
• Give progress updates on existing projects and communicate any foreseeable issues (OOFs, quality or performance issues, etc.)
• Track project timelines via a daily scrum to assign jobs, set priorities, and route projects to internal resources
• Proactively track down elements needed for the project, ensuring that designers have all the necessary materials to meet deadlines and complete projects efficiently
• Work closely with and report to the Creative Director on project flow and provide updates on any obstacles or issues with projects or personnel
• Balance projects and Creative team workloads daily, adjusting assignments and deadlines accordingly
• Monitor and manage our network of external contractors.

This requires that you keep a pulse on project requirements to ensure we have appropriate resources (freelancer and contractor network) to fulfill existing books of work. All while owning the plan/process for scaling up and down as new projects come in or close out

• Partner with Finance and HR to ensure compliance for all freelancers, including issuing purchase orders for subcontractor work
• Collaborate with project managers, creative leads, and strategists to negotiate resources and timelines, ensuring timely project delivery with high-quality outcomes
• Develop and streamline workforce management processes to enhance capacity utilization of internal resources while minimizing subcontractor usage and costs
• Analyze data and provide insights to recommend hiring decisions or subcontracting based on project budgets
• Manage contractor onboarding, PO process, and IT support
• Work with freelancers and contractors and ensure they have the resources needed for their specific projects
• Review and approve freelance designer timecards

Qualifications

• Bachelor’s Degree or equivalent experience
• Native English speaker or at a C2 level
• 3-5+ years of experience with traffic or project management
• 3+ years of experience in either an in-house or external agency creative team
• Excellent verbal/written communications and people management skills.
• Strong understanding and operational knowledge of design and production processes
• Proficiency with Microsoft Office and working knowledge of Adobe Creative Suite – Photoshop, Illustrator, and InDesign
• Exceptional organizational skills; ability to track and maintain a number of varied projects in a fast-paced environment
• Experience using cloud-based project management tools such as Microsoft Teams and/or Asana is a plus

About Inviso: Inviso is a growing mid-size technology consulting firm that offers a wide range of business services for small to enterprise organizations across a wide range of industries. Our solution offerings include Azure, Analytics, Business Intelligence, Advertising, Marketing, Solution Assessments, and Staff Augmentation. We support customers around the world, with offices in the USA, Canada, Mexico, New Zealand, Singapore, Malaysia, India, and Australia.