Creative Operations & Project Manager

Preferred Schedule: 9:00 AM to 3:00 PM Mountain Standard Time Monday to Friday

About the Role We are looking for an organized and proactive Creative Operations & Project Manager to help keep projects, people, and day-to-day operations running smoothly. You will work closely with the creative team, clients, freelancers, and vendors to make sure projects stay organized, deadlines are met, and everyone knows what needs to happen next. This role is a great fit for someone who has worked in a creative agency, branding studio, design agency, web agency, or similar environment and enjoys bringing structure to fast-moving creative work.

Responsibilities:

Project Management

• Manage multiple creative projects from kickoff through completion.
• Create project timelines, assign tasks, and track deadlines.
• Coordinate feedback and revision rounds between clients and the creative team.
• Run regular project check-ins and make sure tasks are moving forward.
• Keep project information and updates organized in ClickUp or a similar project management platform.

Client Communication

• Help onboard new clients and schedule kickoff meetings.
• Collect files, information, and other materials needed to start projects.
• Provide regular project updates and follow up on outstanding items.
• Help manage expectations around timelines, revisions, and deliverables.
• Handle challenges professionally and keep communication clear and friendly.

Freelancer & Contractor Management

• Help find freelancers and creative specialists when additional support is needed.
• Review portfolios, experience, rates, and availability.
• Coordinate onboarding and project assignments.
• Track contractor availability, rates, and workload.
• Work with creative professionals such as designers, developers, animators, photographers, videographers, and marketing specialists.

Vendor Coordination

• Source and communicate with vendors such as printers and production partners.
• Request pricing and compare options.
• Track vendor information, rates, and project requirements.
• Coordinate timelines and deliverables with outside vendors.

Operations & Process Improvement

• Create and improve SOPs, checklists, templates, and internal processes.
• Identify ways to make projects easier to manage and more consistent.
• Keep documentation organized and easy for the team to use.
• Help catch potential issues before they become bigger problems.

Resource & Capacity Planning

• Keep track of team and contractor workloads.
• Identify when someone is overloaded or when additional support is needed.
• Help determine the best person or contractor for each project.
• Plan ahead for upcoming projects and resource needs.

Basic Financial Administration

• Help track contractor and vendor costs.
• Support invoicing and payment follow-ups.
• Assist with contractor payments.
• Help with basic monthly QuickBooks categorization.
• Keep project costs and budgets organized.

Requirements

• 3 to 5+ years of project management experience, ideally within a creative agency, branding studio, design agency, web agency, or production environment.
• Experience managing several client projects at the same time.
• Experience working with designers, developers, freelancers, contractors, or other creative professionals.
• Comfortable communicating directly with clients and managing project expectations.
• Strong organization and follow-through.
• Experience creating SOPs, checklists, workflows, or repeatable processes.
• Comfortable tracking workloads, deadlines, project costs, and contractor availability.
• Able to stay calm and organized when priorities change.

Tools Experience with the following is helpful:

• ClickUp, Asana, Monday.com, Notion, or similar project management tools
• Slack
• Google Workspace
• Dropbox
• ChatGPT or other AI tools

Nice to have:

• QuickBooks
• CRM platforms
• Experience working with printers or print production

Benefits

• Maxicare HMO
• Full-time remote work