Bullfrog is a Growth Company. We help businesses make evidence-based growth decisions. And then execute on those decisions with distinctiveness. Across all 4Ps. At the pond we live by three things:· Believe - in the work, in each other, in what we’re building.· Behave - like we give a damn, because we do.· Belong - to something generous, ambitious and unashamedly obsessed. We’re a growth company. And we’re building the kind of culture we’ve all wanted to work at. One with purpose, edge, and a point of view. If that sounds like something you want to be part of, jump in. This isn’t business as usual. It’s Bullfrog. OverviewWe are seeking a systems-oriented, performance-driven Operations Lead to manage business wide resource and project management with a clear mandate: deliver efficiency, visibility, and scale ideally with the added capability to identify, integrate, and embed AI-powered tools and workflows that elevate productivity, decision-making and output. In close partnership with the General Manager, this role will review, analyse and have oversight to implement a new way of working in order to oversee platform governance that encapsulates resourcing, project delivery operations, internal compliance, and reporting for whole of business resources. You will work across leadership, client service, and finance teams to embed discipline, modernize systems, provide consistent and rigorous reporting in service of optimising margin growth and ensure we get maximum ROI from both talent and technical capabilities. Key Responsibilities Delivery Operations & SystemsOwn the configuration, governance, and usage discipline of core operations platforms. (note: there is scope to review, analyse and implement a new system as required). This includes identifying where AI can be integrated to automate repetitive tasks, accelerate analysis or improve quality control.Lead evaluation of AI-powered project management, creative and analytic tools that enhance speed-to-market, reduce admin burden and optimise margin.Oversee (and where required optimise) end-to-end project workflows and associated resource requirements from scope through to margin reporting.Ensure consistent use of operation platforms with oversight, maintenance and training of team members (i.e. getting the most out of the tools we have invested in). This includes, ensuring AI-enable efficiencies (e.g., smart scheduling, automated reporting, AI-assisted brief creation) are adopted where appropriate.Monitor project health across timelines, burn rates, and delivery risk weekly — leveraging dashboards or forecasting models when possible.Collaborate with client leads and delivery teams to flag scope creep, overages, and inefficiencies. Resource Management & Time ComplianceWorking with business management team, lead weekly resource allocation reviews using single source of truth to ensure accurate scheduling and forecasting. Includes AI-assisted forecasting for workload distribution and talent planning.Ensure time tracking accuracy — exploring AI tools that can auto-capture work activity or suggest time allocations — and compliance across the business. This is required for both scheduled and tentative scheduling to plan as far in advance as possible.Analyse capacity and utilisation trends, provide recommendations for hiring or load-balancing using both traditional data analysis and AI modelling to inform resource decisions.Monitor team sentiment around workload and support sustainable work practices, acknowledging natural ebbs and flows in project demand. Reporting & Commercial VisibilityDesign and maintain operational dashboards — incorporating AI-enabled analytics for real-time margin tracking, scope variance detection and risk alerts for easy reference by leadership.Deliver monthly reports for ELT/Board on project profitability, margin, and team utilisation/efficiency and any insights or recommendations.Partner with Finance to ensure alignment between operational data and financial reporting, leveraging AI for faster reconciliation and predictive profitability analysis. Technology, Process & AdoptionDrive business-wide adoption of systems through onboarding, training and reinforcement.Lead evaluation and implementation of new tools or integrations (or consolidation) to improve operational visibilityLead the evaluation, integration or consolidation of AI solutions into existing systems (e.g., project management, CRM, creative production, market analysis).Maintain an AI playbook that documents tools in use, use cases and adoption guidelines.Ensure operational documentation is current, accessible, and used consistently. Strategic Planning & Leadership EnablementMaintain a master view of key initiatives, incorporating AI-enabled tracking and reporting for leadership.Provide leadership with insights, briefings, internal reports, and pre-read materials for leadership decisions (e.g., scenario planning, resource modelling) – especially where incremental resource or investment is required.Act as an internal AI champion – guiding the business in responsible, ethical and commercially valuable use of AI. Cross-functional AlignmentCollaborate with Creative, Strategy, Client Service, and Finance leads to align delivery with strategic goals – lead monthly department leads meeting.Where required, participate in leadership meetings to report on delivery health and operational KPIs.Serve as a trusted advisor to the GM and CEO on operational readiness, AI readiness and risks.Foster cross-functional cohesion by aligning department-level objectives with company priorities.Escalate strategic risks or misalignments to the GM with options for resolution Experience 6 years’ experience in transferable expertise across complex project-based environments.Deep fluency with project operations tools is highly preferable.Proven track record implementing new systems and embedding AI tools or automation into workflows.Familiarity with AI applications relevant to marketing and creative businesses (e.g., generative content tools, predictive analytics, workflow automation).Analytical mindset with ability to translate data (talent and technology-generated) into operational decisions.Proven ability to lead systems change and drive adoption across teams.Clear communicator who can influence laterally and vertically, including change management around AI.Demonstrated ability to support senior executives and manage leadership rhythms. Measures of success Operational tools are embedded, used consistently, and driving ROI.Project delivery is consistently on time, on budget, on scope and increasingly automated in admin-heavy areas.Resourcing is forecasted accurately and well in advance by incorporating predictive AI modelling.AI-enabled reporting gives leadership real-time, actionable margin and performance insights.Teams are disciplined in time tracking and workflow adoption.Team members feel their workload is manageable and equitable.The GM and ELT are focused on high-leverage decisions, not buried in operational detail.Internal communication is crisp, consistent, and trusted. Our in office days are Monday, Wednesday, Thursday and Friday. Tuesday is an optional WFH day. Let’s talk! Send your CV and a one-pager on a system you’ve implemented (and the results it drove) to jobs@bullfrog.global We take pride in being an Equal Employment Opportunity (EEO) employer, fostering a workplace where diversity and inclusion thrive. Regardless of race, colour, religion, national or ethnic origin, age, gender, sexual orientation, marital or parental status, disability, or any other characteristic, we welcome and encourage applications from individuals of all backgrounds.
