Head of Operations

Tomorrow Bureau : Valuing conceptual depth and meticulous craft, we define singular, high-impact visual narratives in close collaboration with ambitious, forward-thinking brands.We’re seeking an enthusiastic individual to join our team.A positive attitude and enjoyment of problem-solving is a must. You will be a central part of the studio's running, working closely with the owners and production team, maintaining and ensuring that all team members have what they need and work in the best environment possible.Your role will also be varied: overseeing workflow and dealing with client queries alongside our producer. We also expect you to keep the studio running smoothly, ensuring the team has everything they need.Ideally candidates have worked in a studio of similar size (10-15people) and have some knowledge of CGI pipelines.Finance Management Act as a strategic business partner to the founders by advising on annual/quarterly budgets, tracking and analyzing P&L and Balance Sheets, monitoring cash flow and flagging any areas of concern, proactively reviewing and tracking the overall financial health of the business (inclusive of project margins, pipeline, resource spend, etc)Work with accounting team to file VAT, Corp Tax, and Quarterly ReportsReview operational costs looking for areas of improvement and potential savings Raise quotes and invoices in Xero and send these to clients for approval/processing - Maintain a comprehensive and up to date understanding of the status of all incoming paymentsManaging and updating the running budget in accordance with project information and studio information with additional input from the production teamReviewing and reconciling bank transactions daily to ensure accurate reading of incoming and outgoing transactionsEnsuring recurring operational and freelancer payments are being made in a timely manner to keep everything running smoothlyManaging and processing monthly payroll for all internal employees. Liaise with our accounting team updating them with any adjustments to payroll information as neededOversee company memberships, subscriptions, and software to optimise financial resources, ensuring efficiency across all platforms.Production SupportPartner closely with Executive Producer and Production team to ensure seamless project tracking, workflow and process optimization, and filing system organizationCommunicating invoice statuses to producers and creative directors Supporting producers with freelancer contracts and rate negotiationsActing as a partner to production when discussing project resourcing, to ensure not only a smooth running of a project but also profitability and healthy marginsProcurement: Getting set up with vendors and clients to receive payments, enrollment in payment portals, contract reviews and negotiations, setting up payment termsProactively chasing clients to ensure adherence to project payment timelines and prompt settlement of invoicesLiaising with the production team to ensure freelancers are paid in a timely mannerStudio ManagementMonitor and organize TB and AGM emails (hello@tomorrowbureau.io, vendor@tomorrowbureau.io, etc)Order and manage office supplies, equipment and foods necessary to maintain optimal efficiency and a pleasant studio environmentAssess and enhance studio operations regularly. Implementing new and efficient ways of working to ensure optimal productivityTrack studio passwords and account info in LastPassWater plants and repot plants as neededLiaise with Design District facilities manager for any site visits, repairs, office improvementsEnsure the availability of onsite medical supplies and administer first aid training if neededMaintain a clean and organised workspace daily, overseeing the studio cleaning team who help uphold cleanliness, with scheduled cleaning sessions twice a weekRun errands (shipping documents, returning goods, keys cut etc)Work alongside LP networks and Safwaan (senior designer / technical manager) to coordinate equipment repairs or replacements of machines or tech equipmentCoordinate travel, accommodation and meals for business trips and studio bonding activitiesSchedule and manage on-site studio meetings including parking arrangementsHuman Resource ManagementOversee full employee lifecycle from recruiting to offboarding (tracking candidates, creating job descriptions, organizing interviews, creating offer letters and employment agreements, conducting performance reviews, conducting exit interviews, etc)Partner with founders on hiring plans, forecasting the needs of the business across resourcing both full time and permalanceWork alongside employment lawyer to ensure employee handbook and employment agreements are up to date and compliantStrategically partner with founders to ensure DEI initiatives are prioritized and seen through to implementationConstantly review and update employment policies to support the business and the employeesKeep pay rise tracker up to date and support founders with pay rise decisions during review seasonsFacilitate seamless onboarding for new team members by:Organizing and issuing employment offers and contractsShare onboarding documentLiaise with employment lawyer on any contract questionsSetting up new employees on our payroll system Arranging key cutting and card issuing Setting up access across our workflow platformsGathering essential information for HRIS onboarding Purchasing necessary software or technology Cultivate an inclusive, diverse, safe and positive studio culture Oversee and track employee progress and lead reviews to ensure we can manage employee growth and expectationsBe a point of contact for Conflict resolution alongside outside HR resourceOrganise and schedule reviews and meetings between staff and creative directorsEnsure confidentiality and professionalism in managing employee records using our HR platform Humaans and Google DriveOverseeing the NEST pension plan for staffCelebrate and track staff birthdays, work anniversaries, and any other life events worth noting (child birth, wedding, etc)Collaborate with our legal team to streamline sponsorship and visa processes for new hires. BENEFITS WE OFFERWe want to give people the tools and environment to develop holistically — creating opportunities to learn, explore, and innovate. We are supportive and team-oriented and believe in giving people space for self-care and mental well-being.As part of our ambition to create a supportive workspace, we offer the following:Mental health days: We fully support you taking time off to do something good for your mental health and well-being to prevent any deterioration that may affect your ability to work or be comfortable within the working environment. You can self-certify for absences of 5 days or less.31 Days Paid Holiday (includes bank holidays)Pension contributionPaternity/Maternity LeaveCompassionate Leave