Assistant Delivery Manager (Traffic & Resource Management)

Daily Delivery Coordination & Task Governance Prepare for and actively lead the delivery portion of scheduled department morning calls, identifying due work, blockers, absences, missing submissions, resource conflicts and decisions required. Validate every brief against the approved template and mandatory information before trafficking; return incomplete briefs with the missing requirements clearly listed. Create, assign and maintain tasks in Productive according to approved plans, with accurate owners, dates, statuses, links, dependencies, approved estimated hours and budgets, client deadlines, scope fields and other mandatory custom fields. Maintain end-to-end control of task changes, documenting the original position, revised position, reason, impact and approval where required. Complete morning, afternoon and end-of-day audits to compare commitments with actual progress and ensure deadlines, submissions and next steps remain controlled. Flag at-risk or missed deadlines early, stating the issue, owner, reason, impact, action already taken and recommended next step. Timeplans, Resource Planning & Capacity Track each approved project from the Accounts timeplan through Delivery Manager approval, task and subtask creation, and resource booking. Implement resource bookings based on allocations, estimated hours and budgets approved by the Delivery Manager, respecting the agency s daily bookable-hour limits and escalating exceptions before overbooking. Maintain an accurate, current view of capacity across creative and production teams and highlight conflicts, under-allocation or overload early. Raise allocation conflicts and proposed changes with the Delivery Manager for a decision, then promptly communicate and record the approved changes in the relevant systems. Communication, Meetings & Follow-through Follow up with team members throughout the day on attendance, updates, submissions, blockers and agreed actions, using clear, professional and appropriately assertive communication. Follow up with task owners to confirm they understand the brief, expected output and deadline, and have the materials, access and support needed to begin. Check progress at appropriate points, ask what is missing or blocking delivery, and verify submissions and completion rather than relying solely on system statuses. Attend all relevant internal project calls, kick-offs, briefings, production alignments and post-project calls. Before each call ends, confirm decisions, next steps, owners, deadlines, dependencies and the next checkpoint; update the relevant task promptly after the call. Ensure freelancers and external partners receive complete briefs, approved materials, access and delivery instructions before work begins. Escalate unresolved coordination issues through the agreed route without allowing routine follow-up to transfer back to the Delivery Manager. Reporting, Monitoring & Scope Control Produce accurate daily capacity, workload, submission and risk updates using Productive and supporting capacity views. Maintain cross-departmental capacity reporting so creative, social and production teams have a shared view of current and upcoming demand. Provide the Delivery Manager with concise evidence-based updates on portfolio health, operational risks and recurring patterns requiring intervention. Ask for clarification when requested work, amendments or bookings appear inconsistent with approved scope or hours, and refer any required decision to the Delivery Manager before proceeding. Nice to Have Experience with Productive, ClickUp, Clockify, Frame.io or similar tools. Experience supporting production scheduling, freelancers or external creative partners. What Success Looks Like Morning calls are prepared, focused and action-led, with clear owners, blockers and submission times. No brief is treated as ready until the required template and information are complete. Productive is a reliable source of truth: owners, dates, statuses, links, scope, hours, budgets, dependencies and decisions remain accurate as work changes. At-risk deadlines are identified before they are missed, and no missed deadline goes unreported. Approved projects are booked promptly and accurately, without unapproved overbooking or budget-hour variance. Actions from internal calls are recorded promptly and followed through to completion or escalation. Amendments are correctly classified and potential scope changes are held before delivery work begins. Teams receive clear instructions and proactive check-ins, with missing information and blockers addressed early. By the end of three months, routine daily delivery responsibilities are managed independently without repeated reminders or routine intervention. Decisions on SLAs and resource allocation continue to sit with the Delivery Manager.

Desired Candidate Profile

What You Bring (Qualifications) Must Have At least 1 2 years of relevant experience in traffic, resource coordination, project coordination, delivery or operations within an agency environment, preferably creative, content, production. Strong organisational ability and the discipline to manage multiple tasks, deadlines, data points and follow-ups at the same time. Practical understanding of agency departments and their responsibilities, and how creative, content and production work moves through briefing, execution, reviews, amendments, approvals and final delivery. Confidence using project-management and resource-planning systems and maintaining them as a reliable source of truth. Clear written and verbal communication, with the confidence to speak directly with teams, ask questions, follow up persistently and professionally, document commitments and escalate issues with evidence. Strong attention to detail across task data, timeplans, estimates, bookings, attendance, equipment and documentation. A proactive problem-solving mindset: you identify risks early, act within your authority and recommend a next step. Demonstrated ability to manage routine coordination and follow-through without repeated reminders, while recognising when a decision requires the Delivery Manager. Basic understanding of project estimates, budgeted hours and the relationship between resource planning and profitability.