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Operations Coordinator

Chicago, Illinois, United States

What We Do

We design, implement and optimize breakthrough content production models, delivering simplicity, efficiencies, and the connectivity and consistency of content that powers brand growth

Our flexible models combine content experience, production solutions, and global delivery.
We bring ideas to life in all mediums, all channels and all stages of the production process. We multiply and lead with innovative technologies including real-time 3D, virtual production, automation and generative content.

Who We Are

Born from the leading creative and media agencies and engineered for a data-driven world, we provide scaled content solutions, industry-leading content development, production excellence and unmatched global delivery capabilities.

You won’t find a more diverse set of clients or projects. We work in every medium in every market. You’ll deepen your expertise while stretching in new directions—with support.

We believe building a community that fosters growth, belonging, and connection is as rewarding as the work itself.
Come for the work. Stay for the people.

POSITION SUMMARY: 

This role is essential in supporting the operational efficiency and data integrity of the resource management function for the Studio Team. The Resource Management Coordinator ensures that all studio team members and stakeholders are effectively using Workfront, maintains accurate and clean resource data, and triages resource issues across teams. This role is detail-oriented, organized, and proficient in resource management tools. The coordinator works closely with the Resourcing Director to support data quality and facilitate seamless cross-team coordination in a fast-paced studio environment. Chicagoland area candidates, hybrid in-office 3 days per week required.

RESPONSIBILITIES: 

Workfront Enablement & Support

  • Support studio team members in using Workfront for resource planning and scheduling
  • Provide guidance and training on resource management tools and best practices
  • Ensure team members are accurately inputting resource data and availability in Workfront
  • Monitor that resource information is being consistently and correctly updated across the system
  • Troubleshoot Workfront issues and escalate technical problems as needed
  • Create and maintain documentation and resources to support Workfront adoption

Data Quality & Maintenance

  • Audit and clean up resource data in Workfront on a regular basis
  • Identify and correct inaccurate, duplicate, or outdated resource information
  • Maintain data integrity across all resource records and fields
  • Ensure studio resource data is current, accurate, and accessible
  • Support standardization of data entry and naming conventions
  • Generate data quality reports and flag issues for the Resourcing Director review

Cross-Team Triaging & Coordination

  • Triage resource conflicts and scheduling issues across studio and other teams
  • Identify bottlenecks, overlaps, and inefficiencies in resource allocation
  • Escalate complex resource issues to the Resourcing Director with recommendations
  • Facilitate communication between teams regarding resource availability and needs
  • Support the pool model by identifying and flagging potential silos in resource allocation
  • Coordinate resource questions and requests from stakeholders

Reporting & Analytics

  • Compile and organize resource data from Workfront for reporting and analysis
  • Generate routine resource reports and capacity summaries as requested
  • Track key resource metrics and performance indicators
  • Prepare resource status dashboards and visualizations for leadership review
  • Assist with data analysis to support resource planning and forecasting insights
  • Monitor and report on resource utilization trends

Process Support & Documentation

  • Support the implementation and refinement of resource management processes
  • Maintain organized documentation of resource procedures and ways of working
  • Help identify opportunities to improve resource management processes and Workfront usage
  • Document and communicate resource management updates and process changes
  • Support onboarding of new studio team members on resource management procedures

Compliance & Documentation

  • Maintain accurate records of resource data and system changes
  • Support compliance-related resource documentation
  • Ensure all resource information is properly organized and audit-ready
  • Support the Resourcing Director with compliance and reporting requirements

QUALIFICATIONS:

  • 1-3 years of experience in resource coordination, data management, administrative support, or operations support
  • Strong proficiency in resource management tools (Workfront experience preferred, or similar project management, resource management software)
  • Excellent organizational and time management skills
  • Strong attention to detail and commitment to data accuracy
  • Excellent written and verbal communication skills
  • Ability to work effectively with cross-functional teams
  • Ability to manage multiple priorities and meet deadlines
  • Proficiency with Microsoft Office (Excel, Word, Outlook)
  • Strong problem-solving and analytical skills
  • Familiarity with studio operations, production workflows, or creative environments is a plus

CORE COMPETENCIES:

  • Organization – Manages multiple tasks and data sets with precision
  • Attention to Detail – Maintains accuracy in data entry, reporting, and documentation
  • Collaboration – Works effectively across teams and supports team initiatives
  • Communication – Clear and professional interaction with all stakeholders
  • Technical Proficiency – Skilled in resource management software and office tools
  • Reliability – Follows through on tasks and maintains consistent execution

#LI-MK1

US Pay Range

$55,000 - $60,000 USD

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