About Us:

We are a leading events, creative and travel agency with a highly dynamic in-house studio. Our creative studio team is instrumental in conceptualising and delivering the visual and creative elements for a diverse portfolio of events, ranging from large-scale conferences and corporate activations to bespoke brand experiences. We pride ourselves on innovation, precision, and delivering exceptional quality for our global clientele.

The Opportunity:

We are seeking a highly organised Studio Resourcing & Project Coordinator to join our dedicated creative studio team. This pivotal role will be responsible for the efficient planning, execution, and resource allocation of all studio projects, ensuring seamless delivery of creative assets that align with our strategic objectives and client expectations. If you possess a strong blend of project management expertise, and a passion for creative delivery within a fast-paced environment, we invite you to apply.

Key Responsibilities:

Project Management & Delivery:

• Develop and manage comprehensive project plans, timelines, and milestones for assigned studio-driven initiatives, from initial brief to final delivery.
• Monitor project progress, identify potential risks, and implement proactive solutions to ensure projects remain on schedule and within budget.
• Facilitate efficient workflows, ensuring timely delivery of creative assets (e.g., graphics, animations, video content, technical drawings).
• Act as the primary liaison between the studio team, event managers, and clients, ensuring clear communication and accurate interpretation of briefs.
• Manage the creative intake process, ensuring briefs are complete, well defined, and aligned with project objectives.
• Support scoping by estimating hours, defining required skill sets, and validating timeline feasibility based on resource availability.
• Participate in kickoff meetings to clarify deliverables, dependencies, and creative requirements before work begins.
• Consistent management of project management and resourcing tools, ensuring all projects have up-to-date plans, timelines, and status documentation.

Resource Management & Optimisation:

• Strategically allocate inhouse studio team members, as well as contract or freelance team across global locations (designers, animators, editors, technical specialists) to projects based on skill sets, availability, and project priorities.
• Continuously monitor studio capacity and workload, identifying and addressing any potential bottlenecks or resourcing gaps.
• Implement and refine resource planning tools and methodologies to enhance efficiency and productivity.
• Support in weekly and monthly capacity planning sessions, forecasting short- and long-term workload across the studio.
• Maintain accurate utilisation reports and proactively manage overtime, bandwidth, and workload distribution.
• Identify upcoming peaks and resource gaps, recommending hiring or freelancer onboarding where necessary.

Financial Management & Reporting:

• Oversee project budgets, tracking expenditure, and providing regular reports on financial performance.
• Identify opportunities for cost efficiencies without compromising quality or project objectives.

Process Improvement & Quality Assurance:

• Contribute to the continuous improvement of studio workflows, processes, and best practices to enhance efficiency and quality.
• Ensure all creative outputs adhere to brand guidelines, technical specifications, and the highest standards of quality.
• Supporting the development of the studio’s workflow processes, including briefing structures, project intake, version control, and delivery checklists.
• Implement best-practice project governance to ensure clarity, efficiency, and smooth collaboration between creative, production, and client teams.

Team Collaboration & Leadership Support:

• Foster a collaborative and productive working environment within the studio team.
• Support the Design Director in team management, performance monitoring, and professional development initiatives.

Skills & Experience Required:

• Proven Experience: A minimum of 3 years of progressive experience in project management and resource scheduling, ideally within a creative agency, in-house studio, events company, or similar fast-paced creative environment.
• Organisational Excellence: Exceptional organisational skills with a meticulous attention to detail and the ability to manage multiple complex projects simultaneously.
• Great communication: Superior interpersonal and communication skills, capable of effectively engaging with diverse stakeholders, from creative professionals to senior management and clients.
• Technical Acumen: Proficient in project management software (e.g., Asana, Monday.com, Jira, Trello) and resource planning tools.
• Problem-Solving Capability: A proactive and analytical approach to problem-solving, with a demonstrated ability to anticipate challenges and implement effective solutions.
• Adaptability: Proven ability to thrive in a dynamic, deadline-driven environment while maintaining composure and a positive attitude.
• Financial Literacy: Strong understanding of budget management and cost control principles.
• Client-Centric Mindset: A strong commitment to delivering high-quality results that meet and exceed client expectations.
• Creative Workflow: A solid understanding of creative studio workflows, including graphic design, motion/animation, video editing, 3D/technical design, and artwork production, is essential to accurately assess scope, allocate resources, and set realistic timelines.
• Tools & Systems: Experience working with project management and resource planning tools such as Asana, Smartsheets, or similar. Familiarity with creative software environments (Adobe Creative Cloud, Figma, 3D or video production workflows) is highly beneficial for understanding team needs and project requirements.

Why Total Management

We strive to be an equal opportunity employer, providing career development and growth with competitive salaries. We have an employee focused culture and an active employee engagement. Recognised as one of The Sunday Times Best Places to Work in 2025 and 2024.

What is on offer

• Competitive salary
• 25 days annual leave plus bank holidays
• Hybrid working, 4 days in the office and 1 day from home
• Additional 14 days per year work from home
• Medicash medical based benefit scheme
• Tech & Cycle Scheme
• Preferential Travel Rates
• Monthly Pay Day Meals & Company Socials