Operations Lead

Role Overview

We're looking for a proactive and hands-on Operations Lead to drive the commercial operations of our integrated PR and Media Agency.

In this role, you will own the operational and financial workflow behind every client project, ensuring all work—from PR retainers to multi-channel media campaigns—is accurately costed, approved, booked, billed, reconciled, and paid. You'll play a critical role in protecting agency revenue by preventing billing leakage, identifying scope creep early, and ensuring all out-of-scope work is properly documented and recovered.

Working closely with account teams, media planners, finance, media owners, suppliers, and client procurement teams, you'll be responsible for keeping our operational engine running efficiently while leading a small operations support team.

Key Responsibilities

• Own the full job costing and billing lifecycle within Deltek WorkBook, including job creation, cost estimates, approvals, billing, work-in-progress (WIP), timesheets, resourcing, and monthly management reporting.
• Manage client procurement portals, including Oracle iSupplier, by overseeing supplier onboarding, purchase order (PO) management, invoice submissions, query resolution, payment tracking, and remittance follow-up.
• Oversee media operations by reconciling media owner invoices against approved schedules, validating rates, flightings, make-goods, and maintaining proof of flighting across radio, print, digital, trade, and out-of-home (OOH) campaigns.
• Administer the agency's PR monitoring platform, including Meltwater (or similar), ensuring monitoring briefs remain current and producing accurate media coverage and share-of-voice reporting.
• Protect agency profitability by monitoring work delivered against approved scope, enforcing change control processes, and compiling supporting documentation for over-servicing and out-of-scope claims.
• Manage supplier and freelancer administration, including contracts, rates, compliance documentation, purchase orders, and payment processing.
• Lead and support a small operations, traffic, and finance administration team while developing and maintaining operational standard operating procedures (SOPs).
• Continuously improve operational efficiency, financial controls, and reporting accuracy across the business.