Operations Coordinator

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We are looking for a highly organized, proactive, and detail-oriented **Operations Coordinator** to help manage the day-to-day operations of a fast-growing digital marketing agency.

This role will work closely with leadership, account management, sales, and fulfillment teams to ensure clients are onboarded smoothly, invoices are sent and tracked properly, internal tasks stay organized, and nothing falls through the cracks.

This is not a basic virtual assistant position. We are looking for someone who can take ownership of operational processes, identify problems before they become issues, and help create better systems as the company grows.

## Key Responsibilities

### Client Onboarding
- Manage the onboarding process for new clients from signed contract through fulfillment handoff
- Ensure contracts, payments, intake forms, access requests, and onboarding documentation are completed
- Create client accounts, folders, Slack channels, project boards, and internal documentation
- Coordinate kickoff calls and introductions between clients and the appropriate team members
- Follow up with clients for missing information, logins, assets, or approvals
- Ensure the fulfillment team has everything required before work begins

### Billing & Invoicing
- Create and send client invoices
- Monitor outstanding invoices and payment statuses
- Follow up professionally on overdue payments
- Keep billing records organized and accurate
- Coordinate subscription changes, cancellations, upgrades, and billing adjustments
- Flag unusual payment issues or overdue accounts to leadership

### Operations & Project Coordination
- Help coordinate tasks between account managers, SEO strategists, content teams, developers, and leadership
- Track deadlines and make sure deliverables are progressing
- Follow up internally when tasks are overdue or blocked
- Maintain project management systems and ensure tasks have clear owners and deadlines
- Help manage recurring operational processes
- Identify bottlenecks and recommend ways to improve workflows

### Client Management Support
- Assist account managers with operational tasks
- Make sure client requests are documented and assigned correctly
- Track important client milestones and deliverables
- Help ensure client reports, meetings, and follow-ups happen on schedule
- Escalate client concerns when necessary
- Maintain accurate client information inside the CRM and internal systems

### Sales-to-Fulfillment Handoff
- Review newly closed deals and confirm all deal information is accurate
- Ensure pricing, scope, expectations, and special agreements are properly documented
- Coordinate handoffs between the sales team and fulfillment team
- Make sure sales commitments are clearly communicated internally
- Identify missing or unclear information before fulfillment begins

### Systems & Documentation
- Create and improve SOPs for recurring processes
- Maintain company documentation and operational checklists
- Help build automations that reduce repetitive administrative work
- Keep CRM pipelines, project management tools, and internal systems organized
- Identify opportunities to automate workflows using AI and software tools

### General Operations
- Support leadership with operational projects
- Help coordinate contractors, employees, and vendors when needed
- Assist with reporting and tracking company KPIs
- Help prepare weekly operational updates
- Take ownership of miscellaneous operational problems as they arise

## What We're Looking For

The ideal candidate is someone who:

- Is extremely organized and detail-oriented
- Takes ownership instead of waiting to be told what to do
- Is comfortable following up repeatedly when something needs to get done
- Communicates professionally with clients and team members
- Can manage multiple priorities at the same time
- Notices when something is missing or doesn't make sense
- Enjoys building systems and improving processes
- Is comfortable working in a fast-moving environment
- Can work independently with minimal supervision
- Is comfortable working directly with company leadership

## Preferred Experience

Experience with some of the following is strongly preferred:

- Digital marketing agencies
- Client onboarding
- Account management or client success
- Project management
- Invoicing and accounts receivable
- CRM management
- GoHighLevel
- ClickUp, ---------- , Asana, or similar project management software
- Slack
- Google Workspace
- QuickBooks, Stripe, or similar billing platforms
- Zapier, Make, or workflow automation tools
- AI tools such as ChatGPT

SEO or digital marketing knowledge is helpful but not required.

## What Success Looks Like

Within the first 90 days, we would expect this person to:

- Fully own the client onboarding process
- Ensure new clients are handed off smoothly from sales to fulfillment
- Maintain accurate invoicing and proactively follow up on outstanding payments
- Keep internal projects and client deliverables organized
- Reduce the number of tasks that leadership needs to personally follow up on
- Identify operational bottlenecks and propose solutions
- Improve or document several key SOPs
- Become a reliable central point of coordination across the company

## The Type of Person Who Will Thrive Here

You will likely succeed in this role if you're the type of person who sees something unfinished and immediately wants to close the loop.

You should be comfortable saying:

"I noticed this client still hasn't provided access, so I followed up."

"This invoice is overdue, so I've contacted the client."

"This task has been sitting for three days, so I contacted the owner."

"This process keeps creating issues, so I documented a better way to handle it."

We are looking for someone who brings structure, accountability, and organization to a fast-growing company.