Resource & Project Specialist

Job summary

Manage creative team resourcing, project intake, assignments, capacity, and freelancer relationships using ClickUp. Monitor project workflows, timelines, approvals, and risks while coordinating with stakeholders and removing blockers for the creative team.

Job details

Application Deadline: 10/29/2026 Address: 250 Yonge Street Job Family Group: Marketing 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 Salary: $45,000.00 - $100,000.00 Pay Type: Salaried 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.

What you’ll do

Manage creative team resourcing, project intake, assignments, capacity, and freelancer relationships using ClickUp. Monitor project workflows, timelines, approvals, and risks while coordinating with stakeholders and removing blockers for the creative team.

Requirements

Candidates should be proficient in ClickUp or similar project management tools and have experience managing creative teams or agency/in-house workflows. The role also requires strong organization, attention to detail, communication, prioritization, negotiation, and the ability to learn new processes quickly.

Benefits

• Health Insurance
• Tuition Reimbursement
• Accident Insurance
• Life Insurance
• Retirement Savings Plans
• Performance-Based Incentives
• Discretionary Bonuses

Listed skills

• Attention to detail · Preferred
• Risk Management · Preferred
• Negotiation · Preferred
• Prioritization · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Creative Resource Management
• Capacity Planning
• Workload Balancing
• Project Management
• ClickUp
• Creative Workflow Management
• Freelancer Management
• Brief Review
• Timeline Management
• Stakeholder Communication
• Prioritization
• Risk Management
• Attention to Detail
• Negotiation
• Ziflow
• Creative Teams
• Figma (Design Software)
• Project Scoping
• Workflow Management
• ClickUp (Software)
• Communication
• Economic Growth
• Governance
• Leadership
• Health Insurance
• Marketing
• Interpersonal Communications
• Milestones (Project Management)
• Operations
• Coaching
• Resource Management
• Timelines
• Scheduling
• Guarding
• Coordinating
• Resourcing
• Balancing (Ledger/Billing)
• Detail Oriented

Job areas

• Marketing
• Creative & Media
• Management & Leadership
• Administrative
• Art & Design
• Resource Project Manager
• Director of Project Management
• Management and Organization Analysts
• Project Management Specialists

More jobs from BMO