Operations & Administrative Coordinator

The Operations & Administrative Coordinator will support the day-to-day operations of the agency, focusing on internal reporting, sales and marketing coordination, and administrative organization. This role is not a traditional executive assistant position but requires someone who thrives on creating structure, working with data, and ensuring tasks are completed on time.

Role Overview

The Operations & Administrative Coordinator ensures leadership has clear visibility into business performance and that key sales, marketing, and operational initiatives stay on track. Responsibilities include owning recurring internal reporting, supporting business development and marketing execution, maintaining organizational systems, and helping leadership follow through on priorities.

The ideal candidate is highly organized, comfortable with numbers and spreadsheets, confident using AI and technology, and willing to proactively follow up with team members and leadership when needed.

Key Responsibilities

Agency Reporting & Operations

• Prepare and maintain weekly employee utilization reporting, including:
• Total hours worked
• Billable vs. non-billable hours
• Utilization by employee
• Prepare weekly project reporting, including:
• New projects
• Active projects
• Projects nearing completion or sunsetting
• Project budgets and hours used
• Remaining work or revenue to be billed
• Projects requiring leadership attention
• Maintain project-level profitability and P&L reporting.
• Prepare quarterly profitability reporting for retainer clients.
• Support preparation and organization of the agency’s monthly P&L.
• Ensure internal reporting is accurate, consistent, and delivered on schedule.
• Flag missing information, unusual trends, budget concerns, or other issues for leadership review.
• Maintain recurring operational reporting calendars and processes.

Sales & Business Development Support

• Maintain and organize prospect and lead lists.
• Track outreach, responses, next steps, and follow-up dates.
• Help prepare outbound sales emails using AI, existing templates, leadership drafts, and prospect research.
• Create or organize email drafts in Front for leadership review and sending.
• Proactively remind leadership when follow-ups or outreach are due.
• Maintain CRM hygiene and ensure opportunities have accurate stages, notes, and next steps.
• Assist with prospect research and account-based marketing initiatives.
• Support proposal and sales-process administration as needed.

Marketing & Initiative Coordination

• Help coordinate agency marketing initiatives and campaigns.
• Build timelines and task plans around marketing programs, events, partnerships, and campaigns.
• Coordinate logistics for events, dinners, and other business development initiatives.
• Help manage guest lists, vendors, budgets, assets, deadlines, and follow-up activities.
• Work with leadership and internal team members to keep newsletters, case studies, campaigns, and other marketing initiatives progressing.
• Ensure deadlines and commitments are documented and followed through.

Administrative & Organizational Support

• Provide light inbox and administrative support when needed.
• Help organize shared documents and ensure files are stored in the appropriate client or internal folders.
• Maintain clean and organized internal systems across tools such as Google Drive, Asana, Front, Harvest, and CRM platforms.
• Assist with research, documentation, and miscellaneous operational projects.
• Identify recurring administrative tasks that could be simplified, standardized, or automated.

What We're Looking For

• 2–5 years of experience in operations, agency coordination, business operations, project coordination, executive support, or a similar role.
• Exceptional organization and attention to detail.
• Strong spreadsheet skills and comfort working with operational and financial data.
• Basic understanding of concepts such as revenue, budgets, margins, utilization, and P&L reporting.
• Excellent written and verbal English (international school background strongly preferred).
• Comfortable using AI tools to research, organize information, and develop first drafts.
• Comfortable learning and working across multiple software platforms.
• Ability to take loosely defined tasks and turn them into an organized plan.
• Strong follow-through and a willingness to proactively chase missing information or overdue actions.
• Confidence communicating with senior team members and reminding leadership about deadlines and commitments.
• Ability to manage recurring responsibilities while also supporting one-off projects and initiatives.

Nice to Have

• Experience working within an agency, ecommerce business, consulting company, or other professional services environment.
• Familiarity with Shopify or ecommerce.
• Experience with tools such as Asana, Harvest, Front, Attio or another CRM, Google Workspace, and AI tools.
• Previous experience producing utilization, profitability, project-budget, or other internal business reporting.

What Success Looks Like

• Leadership can quickly understand how the agency is performing without having to manually gather information.
• Weekly, monthly, and quarterly reporting is delivered accurately and consistently.
• Project budget and profitability concerns are surfaced early rather than after the fact.
• Sales opportunities and follow-ups do not disappear because someone forgot to revisit them.
• Marketing initiatives have clear timelines and continue moving forward.
• Internal documents, systems, and processes remain organized.
• Leadership spends less time managing administrative details and more time focused on strategy, clients, and growth.

Future Growth

This role is expected to become part of a broader agency operations function. Over time, there may be opportunities to take on greater ownership of business operations, reporting, process improvement, sales operations, and other strategic initiatives as the team grows.