Operations Manager

Summary:Mallard is a brand agency partnering with founder-led companies, typically in the 7-8 figure range, to build brands truly worth believing in. We specialize in developing comprehensive brand strategies, striking visual identities, compelling video storytelling, engaging websites, and ongoing marketing content.Our mission extends beyond crafting incredible brands; we have a deeper purpose. We leverage our profits to fuel a vision of creating lasting impact in the lives of others, even those we may not know personally. Wed love to share more about our mission during the interview process (and how you can play a part), but for now, lets dive into the specifics of this pivotal role.Role Overview:The Operations Manager is essential to the daily success and long-term growth of Mallard. Youll be at the heart of our operations, overseeing project management, client experience, internal process development, contractor management, and overall agency efficiency.Were seeking a natural problem-solver and strategic system-builder who is a proactive force, ensuring everything runs seamlessly behind the scenes. Beyond the mechanics, youll be instrumental in fostering a positive and productive work environment. This is a unique hybrid role, perfect for an individual eager to make a significant impact on a small, dynamic team while gaining diverse experience across key operational areas of our agency.Responsibilities:Project ManagementDevelop and manage detailed project plans, including timelines, deliverables, budgets, and resources.Communicate consistently through Asana to ensure all project details, expectations, and feedback are documented.Set clear expectations for internal teams and facilitate regular check-ins to monitor progress and resolve roadblocks.Ensure files are organized and labeled according to agency best practices.Conduct post-project evaluations to gather feedback and identify areas for improvement.Office Management & CultureOversee office organization and ensure the environment is clean, functional, and enjoyable.Procure and manage office supplies, tech equipment, and third-party services.Coordinate team events, celebrations, and traditions to reinforce a positive culture.Support onboarding and internal training to keep the team aligned and informed.Champion internal culture by proactively identifying ways to improve team morale and connection.Systems & ProcessesMaintain and improve internal systems, tools, and workflows for operational efficiency.Standardize and refine project management processes to streamline team collaboration.Manage software subscriptions and technology tools used by the agency.Identify process bottlenecks and proactively propose system-level solutions.Stay current on new tools and practices that could benefit the agency’s workflow.DocumentationMaintain accurate, up-to-date documentation for all projects, processes, and procedures.Ensure client communication, feedback, and deliverables are captured clearly in Asana and Google Drive.Create and update agency SOPs (Standard Operating Procedures) as needed.Assist with knowledge transfer and documentation during onboarding/offboarding.Draft and manage client and vendor contracts or proposals in PandaDoc, ensuring consistency and accuracy.Finance SupportProcess and track invoices, vendor payments, and recurring expenses.Track expenses and collect/organize receipts for accurate record-keeping.Assist with monitoring project budgets to ensure financial accountability.Identify potential cost savings or vendor efficiencies.Help ensure accurate time tracking and resource allocation for billing purposes.Leadership SupportServe as a trusted operations partner to leadership, providing insights, updates, and recommendations.Support executive planning, scheduling, and cross-functional communication.Assist with preparing internal reports, timelines, and strategic updates.Take initiative on tasks that help leadership stay focused on growth and big-picture priorities.Perform other duties and special projects as assigned.Qualifications:Bachelor’s degree in a relevant field of studyExperience in operations and/or project management, preferably in a creative marketing environmentExceptional organizational and communication skillsStrong initiative and ownership mindsetHigh emotional intelligence and self-awarenessExperience with: Asana, Slack, Google Workspace, Excel, Figma, Adobe Creative Suite, Various AI PlatformsEqual Employment Opportunity:It is Mallard Agency’s policy to promote equal employment opportunities. All personnel decisions are made without regard to race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity, citizenship status, veteran status, disability, or any other characteristic protected by law.

Created: 2025-07-04