Resource Administrator

Department: Resource

Location: London

Contact type: 12 Month FTC

Full Time/Part time: Full time

Office-based Monday, Thursday, one other flexible day per week + 1st Friday of every month

Reporting into: Creative Operations Director

About Ogilvy:

Ogilvy UK has been creating iconic ideas that deliver impact at scale for clients ever since David Ogilvy founded the company in 1948. The agency specialises in bringing together brand advertising, customer experience marketing, PR, influence and consulting, all fuelled by Behavioural Science. Our world-class award-winning creative campaigns deliver solutions for clients including Sainsbury’s, Mondelēz International, Unilever and Pernod Ricard.

The result is multifaceted ideas for our clients that drive impact and are born from the intersection of platform x culture x technology.

We call this Borderless Creativity.

Ogilvy’s influencer marketing practice is the largest globally and the agency also hosts the world’s biggest festival of behavioural science and creativity, Nudgestock – which is now in its 12th year. James Murphy is the CEO of Ogilvy Group UK, which includes Ogilvy UK and New Commercial Arts (NCA), a boutique creative agency he co-founded in 2020, recently acquired by WPP.

The Role:

Resource Administrator will play a vital role in supporting one of the most crucial and busy departments in the agency. The role will focus on day-to-day support for the Creative Operations Lead and Resource Management Team to drive the internal agency machine; juggling people, equipment, time, and money to make sure everything is in place to keep all resource admin on track and no balls are dropped. Whether it's booking the perfect freelance team for a project or making sure every new starter has everything they need to succeed, you will be crucial to keeping things flowing whilst ensuring all paperwork and governance is in place to avoid any major hiccups.

You will report into the Creative Operations Lead, but this role will work with and facilitate a busy Resource Team, made up of 4 Resource Managers in total. Acting as a crucial lynchpin for the Resource Managers, Finance, IT, Facilities and Creative. It will require someone with excellent communication skills, the ability to manage multiple spinning plates, excellent attention to detail and most importantly, a passion for problem solving and administration.

Key Responsibilities:

Team Coordination and Day to Day support for the Resource Team:

· This role will support all Resource Managers and Creative Operations Lead with every aspect of booking, setting up and managing freelancers across Creative and Design – including all finance, building access, email and equipment management.

· Support PR& Influence and Consulting teams with set up of freelancer contracts on YunoJuno and freelancer onboarding

· Act as a liaison between key internal teams (Resource, Finance, IT, Creative etc.) to ensure the smooth running of the Resource function across the agency.

· Support in ensuring that there is an effective flow of communication and accurate data between departments, helping with the smooth handover of tasks and avoiding delays.

· Work closely with finance, platform managers, resource managers, facilities to ensure all freelancer bookings, admin, onboarding and setting up for work is covered.

· Potential to cover for Resource Team when on holiday or out of office.

· Support the Account Management Department in the search for freelancers, manage candidate feedback, interviews, freelancer contracts + set up

· Manage the rebooking or expiry of freelancers in Delivery and Production departments

Administrative Compliance

· In charge of creating all freelance contracts through YunoJuno

· Responsible for tracking finance freelancer approvals

· Track and monitor freelancer contact acceptance and expiry dates on YunoJuno

· Liaising with freelancers in a timely & friendly manner

· Own updates and accuracy of information on the agency freelance tracker. Working with resource managers to ensure all freelance bookings are up to date and the freelance tracker always represents the latest info

· Share weekly freelance staff cost reports with finance and operations

· Monitor IR35 assessment completions – which are carried out by Resource Managers - ensure all IR35 assessments are in line with open bookings

· Approving all freelance timesheets weekly on YunoJuno

· Ensure all freelancers are set up to use agency timesheet tool Workday and manage new starter training

· Input freelance timesheets on Workday for all short-term freelancer bookings of under a week

· Drive timesheet compliance across the Creative department, help with obtaining job numbers from Wrike or obtaining job numbers from project leads or finance

· Raise purchase orders & approving invoices on Workday. Closing purchase orders.

· Manage the freelancer Non-Disclosure Agreement & Ethics Training process & track completion.

· Run weekly reports of current freelance end dates from resource tracker

· Ensure all information on the resource tracker is in line with requirements for audit compliance and supporting, work with auditors to supply the information they need during auditing

· Organise the set up and expiry of freelancer build passes & manage building tours for freelancer access

· Support Resource Managers and Operations Lead with gathering key documents for resourcing – scopes of work, purchase order numbers, timing plans, copies brief and ensure all are filed in Wrike

· Support with Wrike licence management, set up new users and expire old users

· Support Creative Operations Lead with chasing updates to staff forecasts to inform skills needed in Creative and Design departments

Freelance and New Starter Onboarding:

· Organising building passes and laptops where necessary.

· Introducing new starters to the relevant client teams and creatives that they will be working with and ensuring client onboarding and project briefings are scheduled on their first day

· Send new starter welcome emails to creative department and resourcing

· Making sure they have access to wifi & printers and Adobe Creative Suite and Google Gemini Pro as required.

· Provide details of how to obtain IT and systems support at Seacontainers House or Remotely

· Liaising with systems to provide Workday access to new joiners and train new freelancers on timesheet completion

· Ensure that all team members have the resources (digital tools, software, and creative assets) needed to complete their tasks.

Other support:

· Support Creative Operations Lead and Resource Management with chasing up projects not in our resource tool Wrike

· Chase up briefs and timing plans to ensure creative leaders have seen and approved both

· Monitor purchase order cover for all new projects starting in Creative or Design

· Ad support with creative or design talent search via YunoJuno + check freelancer availability

· Take on more responsibility with the goal of supporting with freelancer searches and resource management tasks

Mindsets and Behaviours:

- You have excellent verbal and written communication skills

- Impeccable attention to detail

- Works well alone and as part of a team

- Can do attitude and ability to cope under pressure

- Excellent organisational skills

- Proactive not reactive

- Must enjoy admin, learning and using lots of different tools

 

How we help you Thrive:   

· 25 days annual leave + 1 Volunteer Day 

· Bupa Healthcare

· Enhanced Maternity, Adoption and Shared Parental Leave

· We have a Flexible Working Model with core working hours: 10am – 4pm

· A 1.5:1 Matching Pension Structure

· Wellbeing and Health: Up to £25.00 per month towards physical or online exercise class membership, Unmind membership, LifeWorks tool and annual eye tests and development budgets and Wellbeing incentives and activities throughout the year 

· Season Ticket Loan and Cycle to Work Scheme

· Life Assurance