Influencer Coordinator – Talent Sourcing & Database Management

Influencer Coordinator – Talent Sourcing & Database Management
Location: Remote
Employment Type: Part-Time (4hrs per day Mon-Fri 9am-2pm UK time zone)

About Vitafluencers
Vitafluencers is a specialist influencer marketing agency helping brands scale through high-performing YouTube creator campaigns. As a lean, remote-first company, we prioritise data accuracy, commercial viability, and long-term brand–influencer alignment over volume or speed.
Our influencer database is a core business asset. Every campaign, pitch, and deal depends on its accuracy. We are building the most reliable, profitable influencer network in the industry—one well-vetted creator at a time.

Role Overview
As the Influencer Coordinator, you are responsible for building, maintaining, and protecting the quality of Vitafluencers’ influencer database. This role acts as the gatekeeper and quality controller of our influencer ecosystem.
Your primary responsibility is accuracy over speed. A complete, up-to-date database is far more valuable than hitting daily sourcing targets. Incomplete or vague data is unusable and causes operational backtracking, lost deals, and credibility risks.
You will source and evaluate creators, manage influencer communication, track performance data, and ensure that every influencer in the database is campaign-ready, profitable, and pitchable at any ---------- nt.

Core Responsibilities
1. Influencer Sourcing & Vetting
Identify and evaluate high-potential YouTube influencers based on:
Niche relevance and content quality


Audience type and brand alignment


Channel health and engagement trends


Profitability potential via CPM calculations


Source influencers using YouTube, Instagram, X/Twitter, TikTok, LinkedIn, media kits, websites, and agency rosters.
Locate and verify accurate contact details, using creative research methods and tools when necessary.

2. Influencer Database Management (High-Accuracy Role)
You are responsible for ensuring 100% usable data for every influencer added.
Data entry standards include:
Entering all required data in one complete pass before moving to the next influencer


Manually calculating average views (excluding top and bottom outliers from the last 12 videos)


Collecting and logging:


Channel link


Category and audience type


Location



Email and contact details


Prior brand partnerships


Agency representation (if applicable)


Rates with specific deliverables (platform, format, duration)


CPM calculations


Vague pricing is not acceptable.
Rates must clearly specify deliverables (e.g. YouTube integration, Instagram Reel, Instagram Story, TikTok post). Entries without platform clarity are considered incomplete.

3. Folder & Asset Management
Maintain strict folder organisation standards:
Folder naming format: [Influencer Name] – [Handle]


Each influencer must have:


An Internal folder (rates, notes, negotiations)


An External folder (screenshots, demographics, pitch-ready assets)


Ensure all database links point to the correct influencer folder at all times. Incorrect or inconsistent folder naming is treated as a critical error.
Use database note columns only for internal context—cell comments must not be used, as they do not transfer with rows.

4. Outreach & Reply Processing (Daily Priority)
The Influencer Coordinator must follow a strict daily workflow order:
Process all incoming influencer replies and follow-ups


Update the database with complete, accurate data


Follow up on new influencer requests


Source new influencers only after the above are complete


Reply handling includes:
Collecting demographic screenshots (age, gender, top locations)


Requesting missing rates or clarifying deliverables


Updating views and CPMs


Logging all new information immediately into the database



5. Follow-Up Management & Lead Hygiene
Efficient follow-up is critical.
Influencers with 5+ follow-ups and no response must be moved to the Unresponsive tab


Time should not be wasted repeatedly chasing inactive influencers


Priority must always be given to new, hand-picked influencer requests


All influencers added to the database must also be logged in the relevant Review / Pitch-ready tabs to ensure they are visible for client-facing work.

6. Rate Management & Ongoing Updates
To protect deal success and agency credibility:
Rates and average views must be reconfirmed every 3 months


Outdated rates or performance data must not be pitched


Identify overpriced influencers and professionally negotiate rates in line with CPM benchmarks


Failure to maintain updated data can directly cause deals to fall through.

7. Internal Collaboration & Campaign Support
Support internal operations by:
Assisting with influencer matching for brand lead sheets when needed


Sourcing influencers for urgent or custom campaign requests


Suggesting relevant influencers based on current demand and profitable niches


Providing feedback to improve database structure and workflow efficiency


Clear communication and reliable handoffs are essential to prevent missed opportunities and credibility risks.

What You’ll Bring
Strong understanding of the YouTube creator economy


Proven ability to uncover hard-to-find contact information


Commercial mindset with confidence evaluating CPM, views, and pricing


Exceptional attention to detail and data accuracy


Clear, professional communication in outreach and negotiations


Ability to self-manage priorities in a remote environment



Nice-to-Have Skills
Experience with Modash, ---------- , SocialBlade, or similar tools


Background in influencer agencies or talent management


Familiarity with email outreach systems and CRMs


Intermediate Google Sheets / Excel skills (filters, formulas, lookups)



Why Join Vitafluencers
Remote-first role


Direct ownership of a core revenue-driving system


Opportunity to shape a high-quality influencer network


Clear progression into talent management, partnerships, or strategy roles