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About the Role

We are looking for a NY-based Resource Operations Manager to be the operational backbone of how our work gets staffed, contracted, tracked and paid for. This role owns the flexible talent bench end to end, from the first conversation with a freelancer through the final invoice and offboarding.

Responsibilities

Maintain a vetted bench of freelance talent across creative, production, design, studio, account, strategy and program management.
Run outreach quickly and on demand when a project or pitch needs a team within days.
Negotiate rates against market benchmarks and past engagements.
Manage the freelance intake process and the pipeline from first inquiry to engagement.
Partner with project leads and finance to turn staffing requests into clear, well-supported approvals.
Ensure each engagement is accurate and within budget before it moves forward.
Match each engagement to the right contracting path.
Own day-to-day relationships with contractor-of-record and vendor partners: contract and SOW setup, amendments, timesheet approval and offboarding.
Explain contracting arrangements to freelancers clearly.
Maintain the freelance agreement template, complete it accurately for each engagement and get it signed.
Keep the freelance tracker, resourcing system profiles, end-date reminders and hand-offs to IT and operations current.
Provide resourcing support, including staff plans, timesheet workflows, and moving project and employee data between systems.
Generate recurring reporting for time-off tracking and freelance spend against contract values.
Document processes, identify time-consuming steps, and simplify them.
Build, maintain, and teach others to use AI-assisted workflows for repetitive tasks.
Administer the expense/production system, allocate billable and non-billable T&E budgets, and reconcile monthly expenses with finance and client project teams.

Requirements

5+ years in agency operations or resourcing.
Agency experience required.
Sound judgment and diplomacy in negotiating rates and managing freelancer relationships.
A careful reader of contracts.
Comfortable with numbers, including contract values, rate conversions and working-day counts.
Experience with resource management and timesheet platforms, contractor-management platforms and project tracking tools.
Strong Excel and Google Sheets skills.
Experience managing budgets and reconciling expenses with finance.
Clear, warm written communication.
Self-directed, able to work from a brief and see tasks through.
Discretion with confidential information such as rates and contracts.
Fluent with AI tools as a daily practice, and curious about where they make the work better.

Skills

Resource management platforms
Timesheet platforms
Contractor-management platforms
Project tracking tools
Excel
Google Sheets
AI tools

Location

NY-based

Work Type

Full-time

Experience Level

5+ years

Salary/Compensations

$80,000 - $90,000

About the Company

At Big Spaceship, we're explorers, not settlers. We partner with ambitious brands ready to venture into new territory, push creative boundaries, and lead rather than follow.
We're a full-service creative shop built for brands that want to break new ground.
Our diverse team of entrepreneurial spirits, creative minds, and makers brings bold ideas to life for some of the world's most innovative and culturally connected brands.
If you thrive on exploration, creative risk-taking, and charting new paths, you belong here.