Job Description
Role: Studio Manager
Part time: 3 days per week (flexibility required)
SEEN Group Vision: Be the agency the Beauty world wants to work with.
SEEN Group Mission: A partner for acceleration and transformation, originating ideas so inspiring they elevate perceptions of Beauty.
SEEN Group Values:
• Creativity
• Inclusivity
• Positivity
• Excellence
Role Overview
As Studio Manager you will be responsible for maintaining the day-to-day management of creative workflow internally and externally. As part of the SEEN Works Global team you will work across projects in both the USA, UK and Internationally. The indicative, but not exhaustive, types of activities you will be involved in are as follows:
Events and Creative Studio Management
Project Allocation Management
* Embed and enforce the use of Asana for internal project management, ensuring that all briefings, reviews, collaborations & approvals processes are followed across projects.
* Work with project leads and suppliers on project plans, with clear process in place to meet the deliverables and deadlines, and regularly hosting internal status meetings to monitor progress and manage expectations.
Creative Resource Allocation
* Ensure that team members are fully utilised resource is in place (if required) across projects. Managing capacity challenges to meet client and agency needs and recommending solutions for delays, overserves and team annual leave.
* Ensure time allocations and timelines are realistic, taking responsibility of formalising internal kick-offs and wrap-ups in order to continually optimise our processes.
* Be responsible for the creative and strategy team capacity planner ensuring all client and internal projects are allocated and time efficiencies are monitored.
* Manage our freelance and supplier database – regularly meeting new talent, setting up test briefs, and auditing based on past performance and ongoing gaps, to help direct ongoing requirements
* Manage sourcing, booking and invoicing of freelance talent for both SEEN Works and SEEN BX ensuring hours are recorded and recovered in line with budgets.
New Business Management
* Ensure that all new business requests are received, acknowledged and fielded to the specified pitch team
* Lead client communications for new business and ensure pitches are delivered to an excellent standard and on time
* Manage all pitch meetings and internal check ins in addition to ensuring pitches are set up in line with SEEN codes of conduct
* Ensure agency credentials are up to date and distributed regularly to clients to generate new business interest
Financial Administration and Reporting
* Build a strong relationship with SEEN Group Finance department
* Ensure that job numbers are set up promptly and expenses submitted in line with deadlines.
* Ensure that quotations and invoices are filed and archived effectively
* Be cognisant of team targets and support in ensuring these are met each month through efficient allocation of team time
* Produce monthly financial reports identifying over and under serve on client projects showcasing financial opportunity and impact
* Develop a detailed understanding of contractual obligations across our clients including rate cards, processes and policies and support the team in adhering to these
* Monitor costs on all SEEN Works projects to maintain profitability
* Manage relationships with Procurement contacts for key client relationships
Project Scoping and Scope of Work Development
* As an expert in the creative production discipline, you will be able to scope projects with the required skillsets, outputs and timelines
* Write scopes of work for both clients and suppliers to ensure deliverables and expectations are outlined clearly
* Work with SEEN Group legal counsel to ensure terms of business are adhered to and contracts reviewed and signed in a timely manner
* Be the central point of contact on external requirements managing resource, outputs
Supplier Management & Identification
* Grow the creative supplier database ensuring that SEEN Group have knowledge and access to the latest suppliers, including but not limited to: Venues, Set Build and Fabrication, Catering, Floristry, Digital Content Production, Photography and Videography, Makeup, Hair and Nail Artists, Staffing.
* Continually review and negotiate with suppliers, supporting triple bids where required to seek the best value for our clients and profitability for the agency
* Ensure that all suppliers have signed NDAs and/or consultancy agreements, that payment terms are agreed up-front and that all compliance is followed
In the Know
* Keep abreast of current trends, tools and new techniques, and share learnings & stimulus across the agency