Who are we:

We are an integrated agency offering a full suite of services in Digital Marketing, Social Media Marketing, Creative Services, Public Relations, and Activation. Our 360-degree approach ensures that clients receive comprehensive marketing solutions under one roof. As we grow, we recognize the need to optimize our internal operations to enhance efficiency and scalability.

In a nutshell:

We are looking for an Operations Manager to streamline agency-wide processes, optimize resource management, and reduce operational burdens on senior management. Given our structure across Malaysia, Indonesia, and Singapore, this role will play a key part in aligning workflows, standardizing procedures, and ensuring operational efficiency across multiple teams and regions. Initially, the focus will be on 1-2 teams, with a gradual expansion to support all departments.

What you'll do:

Process Optimization & Workflow Standardization

• Develop and implement standardized workflows across Client Advisory, Project Management, Performance Marketing, Creative, and Activation teams.
• Identify bottlenecks in project execution, improve handoffs between teams, and enhance inter-team coordination.
• Create and maintain Standard Operating Procedures (SOPs) for each practice group and country.
• Research and implement technology and tools to streamline operations, such as project management software or automation tools.

Resource Planning & Utilization

• Oversee staff allocation across projects, ensuring optimal utilization of team members based on availability and skill sets.
• Manage capacity planning to balance workloads, prevent burnout, and optimize team productivity.
• Work closely with HR and finance teams to determine hiring needs and ensure timely recruitment.
• Assess freelance/contractor needs during peak campaign seasons and coordinate external support.

Cross-Country Coordination & Regional Alignment

• Act as the central operations point of contact for teams across Malaysia, Indonesia, and Singapore.
• Ensure operational alignment across different markets, considering regional work cultures, legal requirements, and business dynamics.
• Facilitate effective cross-country communication by leveraging tools like Slack

Financial Oversight & Cost Efficiency

• Work with senior management to monitor project budgets and track profitability.
• Identify opportunities to reduce operational costs (e.g., vendor negotiations, software subscriptions).
• Provide data-driven insights on resource utilization and operational efficiency to aid decision-making.

Technology & Tool Implementation

• Evaluate, recommend, and oversee the adoption of project management tools to enhance workflow efficiency.
• Ensure teams are properly trained and actively using these tools for better coordination.

Reporting & Accountability

• Develop dashboards and reports to provide senior management with visibility into operational performance, project timelines, and team utilization.
• Proactively flag risks or delays and suggest mitigation strategies.
• Establish clear accountability measures within teams to ensure adherence to operational improvements.

Supporting Senior Management

• Take ownership of administrative and operational tasks currently managed by senior leaders, allowing them to focus on strategy and client relationships.
• Act as a liaison between team leads and top management, ensuring operational issues are addressed without overloading leadership.

Key Success Metrics:

• Faster hiring and structured workforce planning across regions.
• Collaborate with internal experts to plan training sessions
• Improved resource utilization with balanced team workloads.
• Reduction in operational bottlenecks that previously required top management intervention.
• Increased adoption of workflow improvements and technology tools within teams.
• Enhanced communication and coordination across different practice groups and countries.

What you'll need:

• 5+ years of experience in operations management, project management, or a related field.
• Experience in a marketing agency or similar fast-paced environment is highly preferred.
• Strong organizational and problem-solving skills, with a proactive approach to operational challenges.
• Excellent communication and stakeholder management skills, working with both senior leadership and cross-functional teams.
• Experience with hiring, resource allocation, workflow optimization, and technology implementation.
• Familiarity with multi-country operations and team coordination is a plus.

Why Join Us?

• Be part of a growing agency where your contributions will directly impact operational efficiency.
• Work closely with top leadership to drive meaningful organizational improvements.
• Lead operational enhancements that enable teams to perform at their best without administrative roadblocks.
• Opportunity to grow into a higher strategic role as the agency scales further.

If you're a structured, resourceful, and proactive leader looking to take ownership of agency operations, we’d love to hear from you!