Resource & Project Specialist

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Position Overview

The Resource & Project Specialist ensures the creative team is sufficiently staffed, well-prioritized, and able to deliver work on time. They act as the main touchpoint between the creative team and the rest of the business, intervening where needed to ensure the smooth flow of work through the creative team. Using ClickUp, they are responsible for intaking new creative briefs, assigning both staff and freelance Art Directors, Copywriters, and Designers to projects, and provide ongoing monitoring of the team’s capacity. This role owns day-to-day resourcing, project management, and workflow execution—making sure projects move efficiently and team capacity is balanced

This is a hands-on delivery role focused on people, timelines, and clarity.

Key Responsibilities

Resource Management

• Own creative resourcing across Art Directors, Copywriters, Designers, and freelancers
• Manage capacity planning, workload balancing, and scheduling
• Source, onboard, and manage freelancers in partnership with Creative Ops
• Flag resourcing risks early and recommend solutions

Intake & Resource Management

• Manage the intake and assignment of creative projects end-to-end using ClickUp 
• Review new briefs to ensure that they are complete and the provided details are aligned with their stated objective(s) before work begins
• Evaluate the timeline and scope of new projects against the team’s SLAs as well as current capacity
• Provide feedback to Marketing Specialists on misaligned elements in briefs, suggesting adjustments to balance workloads and schedules as needed
• Assess projects based on scope, timelines, and complexity against all other work currently being executed on by the creative team; assign projects to either internal staff or freelancers accordingly
• Maintain awareness of the status of projects post-briefing to inform a holistic understanding of the capacity of each individual team member

Project Management

• Safeguard governance process and standards by ensuring that no project briefs without required approvals from managers and senior leadership
• Ensure all projects follow the established creative workflows, including adherence to the mandatory use of tools such as ClickUp and Ziflow
• Monitor project progress and proactively identify and address risks such as increases in project scope, fluctuating timelines, and external delays
• Enforce process consistency while maintaining flexibility where needed to accommodate rush or high priority work
• Help facilitate reviews, approvals, and handoffs between teams, as needed
• Ensure working files are properly and consistently filed
• Provide eyes-on-the-ground monitoring for sources of delays or churn, escalating system-level problems that are causing friction to the Creative Operations & Systems Manager

Communication & Coordination

• Act as the primary point of contact for project status updates for Marketing and other teams
• Keep stakeholders informed and aligned on any deviations from a project’s original objective, scope, timeline, etc., escalating alterations to leadership as needed
• Ensure that all members of the creative team assigned to a project have access to the resources that are necessary for their success such as specific files, figma projects, etc.
• Support the creative team by removing blockers and ambiguity and guarding against their capacity
• Manage the freelance roster, including building relationships with freelancers and identifying when gaps develop in the freelance roster

Qualifications:

• Strong proficiency in ClickUp or similar project management tools
• Experience managing creative teams or agency/in-house creative workflows
• Skilled in navigating competing priorities coming from multiple stakeholders
• Able to negotiate compromises that reduce pressure while still ensuring all work gets done
• Able to quickly understand new processes and systems
• Highly organized with excellent attention to detail
• Strong communication and interpersonal skills

The above represents BMO Financial Group’s pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards

About Us

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one – for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at https://jobs.bmo.com/ca/en.

BMO is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.