321 The Agency ยท 2 days ago
Traffic Manager
United States
Full-time
Remote
Mid, Senior Level
$70K/yr - $90K/yr
5+ years exp321 The Agency is seeking a Traffic Manager to serve as the operational backbone of the agency. This role involves orchestrating resource allocation, optimizing workflows, and managing capacity across client accounts and internal projects, while leveraging AI-driven tools for efficiency and profitability.
AdvertisingDigital MarketingMarketing
Responsibilities
Own the master resource allocation across all departments (Client Success, Creative, Digital, Social), managing assignments for 15-20 team members across 15-20+ active client accounts
Monitor team capacity in real-time, making strategic decisions about work distribution, priority sequencing, and deadline management
Forecast resource needs based on pipeline activity, seasonal demands, and client patterns to proactively identify capacity constraints
Balance workload across team members to optimize utilization rates while preventing burnout and maintaining quality standards
Leverage AI-powered resource management and forecasting tools to predict bottlenecks and optimize team allocation
Coordinate with department leads on staffing decisions, contractor needs, and capacity planning for new business
Manage freelancer and contractor resources, including vetting, onboarding, assignment, and quality oversight
Serve as the central intake point for all client requests, new projects, and scope changes across the agency
Review incoming work against existing commitments, determining feasibility, timeline estimates, and resource requirements
Route projects to appropriate team members based on expertise, capacity, current workload, and strategic priorities
Utilize AI tools to automatically categorize, prioritize, and route incoming requests based on complexity and urgency
Maintain high-level visibility across all active projects without requiring deep knowledge of individual client strategies or creative details
Facilitate kickoff coordination between Client Success teams and execution teams (Creative, Digital, Social) to ensure clear handoffs
Monitor project status and deadlines, escalating risks and resolving scheduling conflicts before they impact delivery
Track and optimize project profitability by monitoring hours against budgets, identifying scope creep, and flagging margin erosion
Collaborate with team lead to analyze personnel costs against revenue, working toward target of 50% net profit margins
Review time tracking data to ensure accurate client billing, budget adherence, and profitability reporting
Identify patterns of inefficiency or over-servicing, recommending process improvements or scope adjustments
Support financial planning by providing accurate utilization data, capacity forecasts, and resource cost projections
Use AI-powered analytics to identify profitability trends, predict budget overruns, and optimize resource allocation for maximum margin
Partner with Client Success on contract renewals and scope adjustments based on actual resource consumption and project history
Design and maintain workflow systems in ClickUp (or similar platforms) that provide visibility into all active work, deadlines, and dependencies
Create and enforce standardized processes for project intake, routing, approvals, and delivery to reduce friction and improve predictability
Implement AI-driven automation for routine workflow tasks including status updates, deadline reminders, and capacity alerts
Identify and eliminate operational bottlenecks through process analysis, tool optimization, and workflow redesign
Develop templates, checklists, and standard operating procedures that enable teams to work more efficiently
Leverage AI tools to automate reporting, generate capacity dashboards, and create predictive analytics for leadership
Conduct regular workflow audits to ensure processes are being followed and identify opportunities for improvement
Facilitate communication between Client Success, Creative, Digital, and Social teams to ensure seamless project handoffs and collaboration
Lead weekly or daily traffic meetings to review priorities, address conflicts, and align teams on urgent deliverables
Translate high-level client commitments from Client Success into actionable work assignments for execution teams
Provide department leads with capacity insights, workload forecasts, and resource availability to support strategic planning
Use AI to generate automated status reports, capacity summaries, and project health dashboards for leadership and department heads
Escalate resource conflicts, impossible deadlines, or scope issues to appropriate stakeholders with recommended solutions
Maintain professional, solution-oriented communication even under high-pressure situations with competing priorities
Monitor project timelines and deliverable quality to ensure work meets agency standards and client expectations
Identify projects at risk of missing deadlines or quality standards, coordinating resources to get them back on track
Review team workload and stress levels to identify when quality may be compromised by over-capacity situations
Partner with department leads to ensure appropriate skill levels are assigned to complex or high-stakes projects
Track project completion rates, on-time delivery metrics, and client satisfaction indicators
Utilize AI tools to flag quality risks, predict delivery delays, and recommend resource adjustments proactively
Qualification
Required
5+ years of experience in agency traffic management, resource allocation, or operations management, preferably in a creative or marketing agency environment
Proven track record managing high-volume workflows (30+ concurrent projects) with multiple departments and competing priorities
Strong understanding of agency operations including creative production, digital marketing execution, and client service workflows
Exceptional organizational skills with ability to maintain clarity and control across complex, fast-moving environments
Advanced proficiency with AI-powered project management and resource planning tools with demonstrated ability to automate operational workflows
Active user of AI tools for data analysis, forecasting, reporting, and workflow automation (ChatGPT, Claude, or similar platforms)
Understanding of AI capabilities for operational optimization, predictive analytics, and intelligent resource allocation
Deep expertise with project management platforms (ClickUp strongly preferred, or similar tools like Asana, Monday.com, Smartsheet)
Strong analytical skills with ability to interpret utilization data, profitability metrics, and capacity forecasts to make informed decisions
Experience with time tracking systems and financial operations related to project budgeting and profitability analysis
Excellent communication skills with ability to negotiate priorities, manage expectations, and resolve conflicts diplomatically
Ability to make rapid decisions under pressure while balancing quality, deadlines, team capacity, and profitability
Understanding of creative and digital production timelines, including realistic estimates for design, development, content creation, and campaign execution
Proficiency with Google Suite and comfortable working with spreadsheets, dashboards, and data visualization tools
Strategic thinker who can see patterns across projects and identify systemic improvements rather than just managing day-to-day tasks
Innovative mindset with track record of implementing technology solutions and process improvements that increase operational efficiency
Calm under pressure with ability to juggle multiple urgent requests and shifting priorities without losing focus
Continuous learner who stays current on operations management trends, AI tools, and proactively experiments with workflow optimization techniques
Natural problem-solver who takes ownership of issues and drives them to resolution without constant oversight
Preferred
Experience working with regulated industries (healthcare, legal, financial services) and understanding of compliance workflows is a plus
Company
321 The Agency
321 The Agency is a digital advertising and digital marketing company.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Carey Sobel
Partner + Chief Strategy Officer
Company data provided by crunchbase