Freelance Operations Coordinator

We believe in Extraordinary.  

​At Jack Morton we create head-turning, stomach-dropping, mind-boggling, smile-inducing brand experiences for everyone. It’s the future of marketing and there’s nothing passive or predictable about it. We promise every day will be different than the previous one in a very good way.  

We take care of each other, as much as we take care of business. We marvel in each other’s uniqueness and revel in what each of us brings to the human potluck that is Jack. 

So, if you want to help shape the future of an entire industry, welcome. If you feel work, and the people you work with, can be extraordinary, let’s chat. We’re Jack, and we can’t wait to meet you. 

That brings us to you. 

Jack Morton Boston is looking for a Freelance Operations Coordinator who will act as a crucial support role to the Resource Manager, the DOP, and the DOO. This role will report to the Senior Resource Manager. 

The lion’s share of this role will support the resourcing team who will be battling every day to not only source new talent and get them onboarded, but also to best allocate current resources onto new projects and deliverables. The aim is to keep everyone busy… but not too busy. You’ll help make this happen. 

To support resource management, Jack uses a system called ‘Precursive’. A logical brain and a sharp eye for detail are essential, because the challenges down the line, if this is done incorrectly, could cost the company thousands of dollars.

You’ll keep the department ticking over by completing and organizing all sorts of paperwork to onboard freelancers and ensure each new person has an email account and a host of other things. You’ll also prepare data for reports to help the leadership team understand how we’re tracking against various resourcing elements. Administrative skills and a touch of filing obsession are helpful here!

What you'll be doing

Staffing 

• Assist Resource Manager on all assignments and schedule maintenance for Creative, Production, Strategy and Dev teams 
• Assist Resource Manager in creating pitch teams 
• Field requests for new resources and work with RM, DOO or DOP to allocate resources
• Update Precursive daily, working with producers as needed
• Compare books hours to actual hours each week
• Attend weekly 1Jack resource meeting
• Attend weekly production meetings
• Attend project resource meetings 

Recruitment 

• Assist Resource Manager in all recruitment tasks 
• Schedule interviews 

Freelancer  Onboarding and Management 

• Submit TaCT requests to HR and IT 
• Worksuite
• Worksuite Expertise; Go to for all needs and questions
• Create profiles in Worksuite
• Set up freelancers as 1099 or Atrium workers
• Work with producer to create an assignment/deal memo for each engagement
• Manage Supplier Agreements and Insurance documents
• Liaison between Jack and Atrium
• Ensure new staff/freelancer has server and file access
• Timesheet training and support
• Monitor engagement end date and extend as needed
• Maintenance of Freelance Database document via Teams channels
• Check with regular freelancers to stay in touch and aware of their availability 

Other 

• Stock Footage contact 
• Adobe Licenses contact 
• Maintain active project list 
• Live event calendar updates
• Media meeting card reconciliation
• Resource Manager PTO coverage
• Subway PM support as needed
• DOO and DOP support as needed
• Smartsheet updates 

Demonstrated Skills

• Excel skills. You don’t have to be an advanced user exactly… but you do need to know your way around a formula and be able to apply logic to check that what the sheet is doing is correct… and adjust it if it is not. 
• Comfortable working with online tools for scheduling and onboardng 
• Organized. Goes without saying.
• Detail-orientated. Errors in the data management will cause hiccups in the system. We don’t expect perfection! But we need this person to really care about getting things right.
• Plate-spinner. Those only able to do one thing at once need not apply!
• The best thing about working at Jack is our people. We’re hoping to find someone who fits in and makes us an even better place to work. 

If you can do all that, you have what it takes. It might help if...

• 1+ years of experience in a related field. 
• Proof of Excel skill and competence in online tools. 

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