Marketing Operations & Project Coordination VA

**Location:** Remote
**Role Type:** Part-time, with potential to grow
**Reports To:** Founder / Marketing Director

Role Overview

We are looking for a highly organised Marketing Operations VA to coordinate projects, organise content workflows, support client reporting, and ensure work moves efficiently across our marketing team.

You will work closely with content editors, designers, media buyers, and the founder to make sure briefs are clear, files are properly organised, deadlines are followed, and every tea ---------- mber knows what they need to do next.

This role is ideal for someone with previous experience in a marketing agency, e-commerce business, creative team, or project management environment.

Key Responsibilities

Content and File Organisation

* Organise raw footage, images, brand assets, briefs, and completed content for each client.
* Ensure editors and designers receive the correct files, references, and instructions.
* Match completed content against the original creative brief.
* Maintain clear and consistent folder structures across Google Drive and project management tools.
* Keep file names, versions, feedback, and approval status organised.
* Ensure completed assets are stored correctly and easy for the wider team to access.

Project Coordination

* Monitor active projects and ensure work is progressing according to deadlines.
* Follow up with tea ---------- mbers when tasks, files, approvals, or information are outstanding.
* Identify stalled projects, missing instructions, and operational bottlenecks.
* Clearly tell the founder what needs to be delegated, approved, clarified, or prioritised.
* Assign or prepare tasks for editors, designers, media buyers, and other contractors.
* Maintain an accurate view of every client’s current priorities and next actions.

Brief and Workflow Management

* Review briefs to ensure instructions, references, formats, and deliverables are clear.
* Flag briefs that are incomplete or require further direction before production begins.
* Make sure feedback is communicated clearly to the correct tea ---------- mber.
* Track content from brief to production, revision, approval, and final delivery.
* Help build and maintain repeatable workflows, templates, checklists, and SOPs.

Client Reporting and Communication

* Prepare and send weekly client reports using agreed reporting templates.
* Gather performance data, project updates, completed deliverables, and upcoming priorities.
* Ensure reports are accurate, clearly presented, and sent on time.
* Follow up with clients when approvals, files, feedback, or information are required.
* Maintain professional and organised client communication.

Founder and Team Support

* Provide the founder with a clear overview of what is moving, what is blocked, and what requires attention.
* Prepare a daily or weekly action list showing decisions, delegations, and follow-ups needed.
* Help reduce the founder’s involvement in routine project chasing and file management.
* Communicate proactively rather than waiting to be asked for updates.
* Support the team in keeping projects organised, accountable, and on schedule.

Requirements

* Previous experience in marketing operations, project coordination, agency support, e-commerce, or creative production.
* Strong knowledge of Google Drive, Google Sheets, project management tools, and team communication platforms.
* Excellent written English and professional client communication.
* Extremely organised with strong attention to detail.
* Confident following up with tea ---------- mbers and holding people accountable to deadlines.
* Able to understand creative briefs and coordinate editors, designers, and marketing specialists.
* Comfortable managing multiple clients and projects at the same time.
* Able to identify what is missing, what is delayed, and what needs to happen next.
* Proactive, dependable, and capable of working without constant supervision.

Preferred Experience

* Experience working in a marketing agency or with e-commerce brands.
* Experience coordinating video editors, graphic designers, content creators, or paid media teams.
* Familiarity with Meta Ads reporting, Shopify, Klaviyo, Notion, ClickUp, Asana, or ---------- .
* Experience creating client-facing reports and managing approval workflows.
* Experience documenting processes and creating SOPs.

What Success Looks Like

* Editors always have the correct files, briefs, and instructions before starting work.
* Client folders and project boards remain consistently organised.
* Reports are accurate and delivered on time.
* Projects do not become delayed because of missing follow-ups or unclear ownership.
* The founder receives a clear list of decisions and delegations required.
* Tea ---------- mbers know their responsibilities, priorities, and deadlines.
* Operational problems are identified and communicated before they become urgent.

Ideal Candidate

You are naturally organised and enjoy bringing structure to busy environments. You do not simply complete assigned tasks—you notice what is missing, follow up proactively, and make sure the next step happens.

You are confident communicating with clients and tea ---------- mbers, comfortable managing creative workflows, and able to keep multiple projects moving without requiring constant direction.

This is not a basic data-entry VA role. We are looking for someone who can become the operational link between the founder, clients, and delivery team.