Resource Manager
the role
We are looking for a Resource Manager to be a central connection point between new business, client services, finance, project delivery and talent & culture. They keep our studio running smoothly, protect margins, and create the conditions for our teams to do their best work. This person is proactive and organised, constantly monitoring the delivery teams’ requirements and shaping the team to meet both current and forecasted client needs. They balance client priorities, team wellbeing and commercial targets, driving high utilisation and maintaining a cost-effective mix of permanent and freelance talent. They perform the role with a high degree of accuracy and integrity, working collaboratively with colleagues at all levels. They are comfortable making decisions, pushing back when needed, and communicating clearly and constructively.
the PROFILE
Take ownership of resource planning and allocation across all projects to ensure efficient use of people and skills.
Maintain clear visibility of resourcing for at least the next 4–6 weeks, surfacing pinch points early and recommending options (re-sequencing work, redistributing teams, bringing in freelance support).
Work closely with department heads and project leads to identify resource gaps and proactively manage solutions to close them.
Champion “internal first” resourcing: ensure permanent teams are fully and appropriately utilised before engaging freelancers or external support.
Serve as a central point of contact for studio and production capacity, providing clear, timely updates to stakeholders.
Own the day-to-day resolution of resourcing clashes, escalating only when priorities require senior input.
Forecast resource demand and utilisation, generating regular reports that highlight risks, gaps and opportunities.
Provide data and insight to support workforce planning and hiring decisions.
Constantly monitor departmental resources, ensuring requests are matched to skill sets, current skills and the career aspirations of team members.
Lead weekly resource meetings, providing structured, actionable updates to the wider team.
Produce and maintain internal documentation related to operational practices, processes and policies.
Create, develop and maintain a high-quality database of freelance contacts across all key disciplines.
Proactively build and nurture a diverse freelance network, including emerging talent in the market.
Identify when freelance support is required, providing a clear rationale for their involvement and the impact on budget and timelines.
Work closely with the Finance team to ensure freelance spend aligns with commercial requirements and project margins.
Oversee the administration of freelancer onboarding, including contracts, compliance with IR35 requirements and coordination of IT setup and access.
Ensure freelancers have what they need to hit the ground running on day one.
Capture and maintain performance feedback on freelancers to inform future booking decisions and rate discussions.
Work with producers and production managers to generate realistic project timelines based on actual resource availability, highlighting risks early and work with stakeholders to agree solutions.
Coordinate IT resource allocation for freelance and project support, ensuring people have access to the tools they need when they need them.
Set up project folders and prepare all relevant tools and documentation ahead of team kick-off meetings.
Work closely with the Senior Commercials Manager to help maintain accurate project commercial reporting and protect margins through smart resourcing decisions.
Highlight resourcing risks on live projects.
Use Resource Guru to allocate resources effectively, and ensure bookings are accurate and up to date.
Work within Paprika resourcing data to create utilisation reports.
Work in Citrix to update the administrative platform of Paprika.
Use Microsoft 365 for document management and communication.
Use Google Workspace for collaborative tasks with Group Finance.
Create collaborative project tools within Figma.
Proactively research and trial AI and automation tools (for example N8N or Power Automate) to streamline resourcing and operational processes, recommending and helping to implement affordable, fit-for-purpose solutions across the business.
Create Operational procedure and best-practice documentation to drive consistency and efficiency.
QUALITIES
Able to analyse resourcing scenarios and propose clear staffing strategies in collaboration with department heads and project leads.
Knowledge of resourcing best practices, confident making day-to-day resourcing decisions, and knowing when to escalate.
Enjoy problem-solving and finding pragmatic solutions.
Solid negotiation skills with empathy and respect.
Good understanding of the creative industry process and grasp of project lifecycles and requirements.
Proactive in challenging and improving existing workflows.
Highly organised, emotionally intelligent and self-motivated
Able to prioritise multiple demands under pressure.
Team-Oriented - Flexible, accessible, and highly collaborative, with a helpful and approachable demeanor.
KEY SKILLS
3+ years experience in a similar role in a project-based, creative or production agency environment. Experienced in defining skill requirements, identifying resource gaps, and matching the right people to the right work.
Strong Excel skills.
Technically confident with resource management and agency systems including Paprika, Microsoft365 and Google Workspace.
Hands-on experience with workflow automation.
