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Octagon

Resource Coordinator

London, England, United Kingdom Full Time

About Octagon

Octagon is a global agency, with a speciality in sport and entertainment partnerships. With over 1,200 team members around the world, we work with brands to create big ideas that fans love and want to engage in, because it’s built in and around their passion. Where others see complexity we see possibility, and we believe in pushing authenticity, creativity, and longevity to do great things in the industry that lead the market. Octagon is now part of the Omnicom https://www.omc.com/

It’s a great space to play – in the world of culture, content, and events – and if you’d like to be a part of it, we would love to hear from you.

Our Values

Our values: empowerment, intelligence, inclusivity, innovation, and impact, guide our behaviours as people and shape the way that we operate as a team. As a senior member of the organisation, you will find ways to embody these in your own job as well as provide leadership and oversight on how those values come to life in all our staff and how we collectively operate.

About The Role

We are looking for a proactive and highly organised Resource Co-ordinator to support the effective management of our permanent, freelance and contingent workforce within a fast-paced sports marketing environment.  

This is an exciting entry-level opportunity for someone looking to build a career in resource management, operations, or people strategy within a creative environment. You’ll gain hands-on exposure to workforce planning, freelance strategy, capacity management, and cross-departmental operations — playing a key role in ensuring the right talent is in the right place at the right time.  

Reporting into the Resource Director, with a dotted line to the Head of People & Culture, you’ll work at the intersection of operations, client servicing and creative delivery with talent — helping to manage the smooth running of the agency.  

Key Responsibilities  

Resource Coordination & Workforce Planning  

  • Support day-to-day resourcing across client and internal projects, aligning skills, availability and budgets  
  • Assist with departmental capacity planning and bandwidth analysis, proactively identifying gaps or bottlenecks  
  • Monitor pipeline, utilisation, freelancer availability and spend to support forward workforce visibility  
  • Maintain and update resource schedules using the agency’s resource management tools  
  • Support holiday planning across permanent teams to minimise scheduling clashes  
  • Flag risks, resourcing challenges or delivery pressures to the Resource Director  

This role provides exposure to how commercial delivery, creative output and talent planning connect across the agency.  

Freelance Operations & Talent Management  

  • Support the transition from Worksome to YunoJuno, including data migration, system testing, process documentation and user adoption  
  • Maintain accurate freelancer records and ensure data integrity across systems  
  • Assist with onboarding and offboarding processes for freelance talent  
  • Support contracts, statements of work, rate approvals, extensions and compliance checks  
  • Partner with Finance and People & Culture to ensure freelancers are set up correctly and paid accurately and on time  
  • Help build and maintain a high-quality, diverse freelance talent pool aligned to evolving client needs  
  • Support the consistent application of freelance engagement processes and best practice across the business  
  • Escalate and support resolution of freelancer-related issues in collaboration with People & Culture  

Process Improvement & Agency Development  

  • Support continuous improvement of resourcing workflows and freelancer management processes  
  • Contribute to reporting and insight generation to improve workforce visibility and decision-making  
  • Identify opportunities to improve efficiency, communication and operational clarity  
  • Participate in wider operational, culture and people initiatives  
  • Develop commercial awareness, including understanding utilisation and budget consideration  

Skills & Experience  

Essential  

  • Experience in a coordination, resourcing, operations, or administrative role  
  • Exposure to working with freelancers or contingent workers  
  • Strong organisational skills and attention to detail  
  • Confident communicator, comfortable working across multiple teams and seniority levels  
  • Comfortable working with systems, data and reporting  

Desirable  

  • Experience in a creative, marketing, agency, or sports environment  
  • Familiarity with freelancer management platforms (e.g. YunoJuno, Worksome)  
  • Interest in workforce planning, operations or people strategy  

What You’ll Gain