Job Opportunities API

We're looking for a proactive and detail-focused Creative Operations Executive to join our Creative Operations team, supporting the wider Creative Planning, Design Production, Artwork Production and Capacity Planning functions on the JLP account. At the heart of this role, you'll liaise closely with Client Services to support resource allocation and scheduling administration, helping ensure the right resource is in the right place at the right time. Alongside this, you'll support PAYG (Pay As You Go) quoting and help the wider team identify process efficiencies. This role suits someone who can work quickly and accurately across multiple platforms and systems, enjoys process and organisation, and takes a proactive approach to improving how the team works. Key Responsibilities: Resourcing & Scheduling Support: Act as a key liaison with Client Services to support resource allocation and scheduling administration across the design and artwork teams, working closely with the Head of Creative Planning & Resourcing, Creative Design Production Manager and Operations Planning & Capacity Manager to maintain accurate visibility of team availability and capacity. Maternity Leave Cover Support: Provide additional resourcing administration support during the Head of Creative Planning & Resourcing's maternity leave, helping ensure continuity of day-to-day resource allocation processes. PAYG Quoting & Administration: Assist the Client Services team and clients with producing PAYG (Pay As You Go) quotes, ensuring all details are accurately captured on the relevant Monday.com board, and support the booking of resource and scheduling on TOTO. Administer Synergist to create related estimates and quotes. Purchase Management: Manage and reconcile purchases related to the creative production process, ensuring accurate tracking and budget adherence, and actively seeking opportunities to negotiate with suppliers and reduce costs. Invoicing and Reconciliation: Assist with processing quotes, purchase orders (POs) and invoicing, ensuring all financial transactions are accurately recorded and reported. Coordination with Suppliers: Liaise with suppliers and our People team to onboard new suppliers, amend contracts, and chase up outstanding invoices or supplier payments. Process Improvement: Identify opportunities to streamline administrative and resourcing processes, driving both efficiency and cost savings. Support Functions: Provide general administrative support to the wider team as needed, including ad hoc tasks related to software use and operational efficiency. Brief Intake & Triage Log and triage incoming briefs as they land, checking they contain the basics (deadline, deliverables, assets) before passing them into the scheduling and resourcing process. Support the Capacity Manager by maintaining and ensuring the ‘TOTO’ schedule is kept up to date. Team & Tool Administration Manage user access and permissions, and carry out basic admin on tools such as Monday.com and Synergist, including adding new projects, closing out completed ones, and keeping boards tidy and up to date. Reporting and Documentation Support the Operations team with utilisation reporting and preparing documentation for weekly dashboards, MI reports, presentations, and general administrative needs. Own agenda organisation and chair weekly briefing meetings, taking minutes and tracking actions through to completion. Maintain the design approval log, chasing outstanding actions through to closure. Support preparation for the Quarterly Resource Planning meeting by updating trackers and collating pre-read materials. Process & Knowledge Management Maintain a central ‘ways of working’ or SOP library, so process documentation doesn't live only in people's heads. Support internal training and software rollouts with scheduling and distribution of materials.  Core Behaviours We Eac