Agency Workflow Manager

Job Description

In business for the past 20-years, Braintrust is a full-service, integrated marketing agency.  We’re a smart, passionate, and collaborative team of marketers, strategists, and creatives who help brands grow through insight-driven strategy and fearless creativity. We transform businesses through bold ideas fueled by data, instinct, and street smarts.

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We're looking for an organized, proactive, and solutions-oriented Agency Workflow Manager to help keep our agency running smoothly. This role is ideal for someone who thrives on bringing order to complexity, balancing priorities, coordinating resources, and helping teams do their best work.

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As the central coordination point for agency workflow, you'll work closely with Account Services, Creative, Digital, and Operations teams to manage project schedules, allocate resources, and ensure work moves efficiently from kickoff to completion.

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To support balanced decision-making across the agency, this role operates through the Operations function and works independently of Creative and Account Services leadership when managing workflow priorities and resource allocation.

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You'll play a critical role in helping teams stay aligned, workloads stay balanced, and deadlines stay on track.

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What You'll Do \n

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• Manage agency project schedules and production timelines across multiple clients and departments.
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• Monitor team workloads and resource capacity to ensure work is distributed effectively.
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• Serve as a neutral resource management partner across departments, making workflow and scheduling recommendations that support overall agency priorities.
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• Help ensure balanced workload distribution and resource allocation across teams, regardless of department ownership.
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• Coordinate project priorities and resource allocation across Creative, Digital, and Account Services teams.
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• Maintain project tracking systems and ensure timelines, milestones, and deliverables are accurate and up to date.
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• Identify scheduling conflicts, resource constraints, and workflow bottlenecks before they impact project delivery.
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• Facilitate communication regarding project timelines, priority shifts, and workload adjustments.
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• Support internal status meetings and workflow planning discussions.
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• Collaborate closely with department leaders to ensure projects move through the agency efficiently and effectively.
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• Maintain visibility into overall agency capacity and workload.
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• Apply agency workflow standards and processes while helping identify opportunities for continuous improvement.
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• Escalate scheduling conflicts or resource challenges when necessary to support agency priorities.
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• Help create an environment of accountability, transparency, and collaboration across teams.
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What You Bring \n

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• 3+ years of experience in project management, traffic management, workflow coordination, resource management, agency operations, or a related role.
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• Experience working within an advertising, marketing, creative, digital, or professional services environment.
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• Strong understanding of project lifecycles, deadlines, and cross-functional team collaboration.
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• Experience with project management platforms such as Function Point, Workamajig, Asana, ClickUp, Monday.com, or similar tools.
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• Exceptional organizational and prioritization skills.
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• Strong communication and relationship-building abilities.
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• Ability to remain calm, diplomatic, and solutions-focused under pressure.
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• High attention to detail and strong follow-through.
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• Ability to balance multiple priorities in a fast-paced environment.
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• Proficiency with Microsoft Office and other business productivity tools.
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What Will Make You Successful \n

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• You love creating order out of chaos.
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• You enjoy coordinating people, projects, and priorities.
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• You anticipate problems before they become roadblocks.
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• You communicate clearly and confidently, even in challenging situations.
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• You can balance competing priorities without losing sight of the bigger picture.
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• You bring solutions, not excuses.
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• You are comfortable holding teams accountable while maintaining positive working relationships.
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• You understand that successful workflow management requires both flexibility and structure.
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• You enjoy helping others succeed and take pride in keeping projects moving forward.
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What It's Like Here \n

We value inclusion, smarts, passion, accountability, respect, and knowledge. We work hard, think big, and care deeply about what we do. We believe in flexibility, collaboration, and ideas that challenge the status quo.

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At Braintrust, you'll have the opportunity to make a meaningful impact on how work gets done across the agency. You'll work closely with talented teams, contribute to agency growth, and play a key role in helping great ideas come to life.

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