FILMLEAGUE

Operations Coordinator

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: TYPE OF WORK

Part Time

: SALARY

$800-$1000/monthly

: HOURS PER WEEK

25

: DATE UPDATED

Sep 15, 2026

JOB OVERVIEW

We are looking for a highly organized, proactive Operations Coordinator to help manage the day-to-day systems and internal operations of a growing marketing and creative agency.

This role is ideal for someone who is extremely detail-oriented, comfortable working with technology, and naturally looks for ways to make processes cleaner, faster, and more reliable.

You will work closely with the founder and help ensure that the business operates smoothly behind the scenes. This is not a traditional virtual assistant role where you simply wait for tasks to be assigned. We are looking for someone who can take ownership of recurring responsibilities, identify problems before they become larger issues, and help build systems as the company grows.

Your responsibilities may include:

* Maintaining and organizing our internal CRM, pipelines, contacts, tags, and customer data
* Monitoring client CRMs and making sure leads are entering the correct pipelines and automations
* Helping set up new client accounts inside GoHighLevel, including pipelines, calendars, workflows, automations, forms, and integrations
* Performing daily CRM maintenance and identifying leads, contacts, or opportunities that require attention
* Communicating with software support teams when technical issues arise
* Entering and reconciling business income and expenses inside Xero
* Updating internal reporting dashboards with revenue, advertising spend, lead generation, and other business metrics
* Preparing daily or weekly operational reports for leadership
* Maintaining organized client folders, documentation, passwords, SOPs, and internal systems
* Supporting client onboarding and making sure required assets, access, information, and integrations have been collected
* Following up internally on missing information, incomplete tasks, or deadlines
* Documenting recurring processes and helping build standard operating procedures
* Performing quality-control checks to make sure systems, automations, calendars, forms, and workflows are functioning correctly
* Helping improve existing systems rather than simply maintaining them
* Supporting additional administrative and operational projects as the company grows

The ideal candidate:

* Is extremely organized and detail-oriented
* Takes ownership of their responsibilities without needing constant supervision
* Is comfortable learning new software and technology
* Communicates clearly and professionally
* Has strong problem-solving skills
* Notices inconsistencies and errors quickly
* Can follow established processes while also suggesting improvements
* Understands that small operational mistakes can create major problems for clients
* Can prioritize multiple responsibilities without losing track of details
* Is dependable and consistent
* Is comfortable working independently in a remote environment
* Is interested in growing into a larger operations role over time

Experience with the following is highly preferred:

GoHighLevel, Xero, Google Workspace, spreadsheets, CRM systems, automation tools, project-management platforms, online advertising dashboards, and reporting software.

Previous experience working with a marketing agency, service-based business, CRM platform, or remote team is strongly preferred, but we value intelligence, ownership, and the ability to learn quickly more than knowing every tool on day one.

Success in this position means that the business becomes more organized because you are here. Client accounts stay clean, information is accurate, important tasks do not fall through the cracks, systems are properly maintained, and leadership can trust that operational responsibilities are being handled without having to constantly check behind you.

As the company grows and you demonstrate your ability to take ownership, this position has the potential to grow into a larger Operations Manager or Agency Operations role with increased responsibility and compensation.

EMAIL: ---------- to be considered

SKILL REQUIREMENT

Xero Marketing GoHighLevel

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FILMLEAGUE

Operations Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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