Traffic Manager

• Own the master resource allocation across all departments (Client Success, Creative, Digital, Social), managing assignments for 15-20 team members across 15-20+ active client accounts
• Monitor team capacity in real-time, making strategic decisions about work distribution, priority sequencing, and deadline management
• Forecast resource needs based on pipeline activity, seasonal demands, and client patterns to proactively identify capacity constraints
• Balance workload across team members to optimize utilization rates while preventing burnout and maintaining quality standards
• Leverage AI-powered resource management and forecasting tools to predict bottlenecks and optimize team allocation
• Coordinate with department leads on staffing decisions, contractor needs, and capacity planning for new business
• Manage freelancer and contractor resources, including vetting, onboarding, assignment, and quality oversight
• Serve as the central intake point for all client requests, new projects, and scope changes across the agency
• Review incoming work against existing commitments, determining feasibility, timeline estimates, and resource requirements
• Route projects to appropriate team members based on expertise, capacity, current workload, and strategic priorities
• Utilize AI tools to automatically categorize, prioritize, and route incoming requests based on complexity and urgency
• Maintain high-level visibility across all active projects without requiring deep knowledge of individual client strategies or creative details
• Facilitate kickoff coordination between Client Success teams and execution teams (Creative, Digital, Social) to ensure clear handoffs
• Monitor project status and deadlines, escalating risks and resolving scheduling conflicts before they impact delivery
• Track and optimize project profitability by monitoring hours against budgets, identifying scope creep, and flagging margin erosion
• Collaborate with team lead to analyze personnel costs against revenue, working toward target of 50% net profit margins
• Review time tracking data to ensure accurate client billing, budget adherence, and profitability reporting
• Identify patterns of inefficiency or over-servicing, recommending process improvements or scope adjustments
• Support financial planning by providing accurate utilization data, capacity forecasts, and resource cost projections
• Use AI-powered analytics to identify profitability trends, predict budget overruns, and optimize resource allocation for maximum margin
• Partner with Client Success on contract renewals and scope adjustments based on actual resource consumption and project history
• Design and maintain workflow systems in ClickUp (or similar platforms) that provide visibility into all active work, deadlines, and dependencies
• Create and enforce standardized processes for project intake, routing, approvals, and delivery to reduce friction and improve predictability
• Implement AI-driven automation for routine workflow tasks including status updates, deadline reminders, and capacity alerts
• Identify and eliminate operational bottlenecks through process analysis, tool optimization, and workflow redesign
• Develop templates, checklists, and standard operating procedures that enable teams to work more efficiently
• Leverage AI tools to automate reporting, generate capacity dashboards, and create predictive analytics for leadership
• Conduct regular workflow audits to ensure processes are being followed and identify opportunities for improvement
• Facilitate communication between Client Success, Creative, Digital, and Social teams to ensure seamless project handoffs and collaboration
• Lead weekly or daily traffic meetings to review priorities, address conflicts, and align teams on urgent deliverables
• Translate high-level client commitments from Client Success into actionable work assignments for execution teams
• Provide department leads with capacity insights, workload forecasts, and resource availability to support strategic planning
• Use AI to generate automated status reports, capacity summaries, and project health dashboards for leadership and department heads
• Escalate resource conflicts, impossible deadlines, or scope issues to appropriate stakeholders with recommended solutions
• Maintain professional, solution-oriented communication even under high-pressure situations with competing priorities
• Monitor project timelines and deliverable quality to ensure work meets agency standards and client expectations
• Identify projects at risk of missing deadlines or quality standards, coordinating resources to get them back on track
• Review team workload and stress levels to identify when quality may be compromised by over-capacity situations
• Partner with department leads to ensure appropriate skill levels are assigned to complex or high-stakes projects
• Track project completion rates, on-time delivery metrics, and client satisfaction indicators
• Utilize AI tools to flag quality risks, predict delivery delays, and recommend resource adjustments proactively

• 5+ years of experience in agency traffic management, resource allocation, or operations management, preferably in a creative or marketing agency environment
• Proven track record managing high-volume workflows (30+ concurrent projects) with multiple departments and competing priorities
• Strong understanding of agency operations including creative production, digital marketing execution, and client service workflows
• Exceptional organizational skills with ability to maintain clarity and control across complex, fast-moving environments
• Advanced proficiency with AI-powered project management and resource planning tools with demonstrated ability to automate operational workflows
• Active user of AI tools for data analysis, forecasting, reporting, and workflow automation (ChatGPT, Claude, or similar platforms)
• Understanding of AI capabilities for operational optimization, predictive analytics, and intelligent resource allocation
• Deep expertise with project management platforms (ClickUp strongly preferred, or similar tools like Asana, Monday.com, Smartsheet)
• Strong analytical skills with ability to interpret utilization data, profitability metrics, and capacity forecasts to make informed decisions
• Experience with time tracking systems and financial operations related to project budgeting and profitability analysis
• Excellent communication skills with ability to negotiate priorities, manage expectations, and resolve conflicts diplomatically
• Ability to make rapid decisions under pressure while balancing quality, deadlines, team capacity, and profitability
• Understanding of creative and digital production timelines, including realistic estimates for design, development, content creation, and campaign execution
• Proficiency with Google Suite and comfortable working with spreadsheets, dashboards, and data visualization tools
• Strategic thinker who can see patterns across projects and identify systemic improvements rather than just managing day-to-day tasks
• Innovative mindset with track record of implementing technology solutions and process improvements that increase operational efficiency
• Calm under pressure with ability to juggle multiple urgent requests and shifting priorities without losing focus
• Continuous learner who stays current on operations management trends, AI tools, and proactively experiments with workflow optimization techniques
• Natural problem-solver who takes ownership of issues and drives them to resolution without constant oversight

Experience working with regulated industries (healthcare, legal, financial services) and understanding of compliance workflows is a plus