About

About the Role Our scaling marketing agency (primarily digital ads) is seeking a talented Operations Coordinator to keep the agency running smoothly day-to-day. Your job will be to ensure client projects move forward on time, the team stays accountable, and systems stay organized. You will act as the communication bridge between the founder, team, and clients — making sure deadlines are met, updates are logged, and operations stay efficient. This is a highly proactive, detail-oriented role for someone who loves organizing chaos and keeping creative teams accountable. This can be a part-time or full-time position (depending on your skillset and availability). —--- You’ll have the following responsibilities: 1. Project & Team Management - Manage and maintain all Asana projects and tasks, ensuring deadlines, subtasks, and assignees are accurate. - Follow up with team members on overdue or blocked tasks and push projects forward. - Document and organize meeting notes, agendas, and action items, adding them to Asana. - Track team utilization and flag capacity issues or bottlenecks. 2. Client Operations & Reporting - Manage client onboarding and offboarding, ensuring folders, access, and documents are set up or closed properly. - QA and send monthly performance reports (Google Ads, Meta, etc.) that are prepared by the team to the clients. - Send weekly client updates with KPIs, progress, and next steps. - Develop and maintain client information folders. We call it ‘handbook’ (ICPs, assets, strategy docs, brand guidelines, etc.). - Track client requests and key deliverables. 3. Systems & Administration - Keep the company app, Google Drive, and other tools we use organized and up to date. - Help develop and maintain SOPs, templates, and process documentation. - Manage shared access permissions and ensure files are properly named and stored. - QA automation workflows (Zapier, reporting dashboards, etc.) to ensure data accuracy. Help develop new ones as much as possible. 4. Marketing & Business Support (optional/secondary duties) - Help maintain case studies, testimonials, and client reviews. - Help maintain website updated - Attend client/team meetings as required Skills & Qualifications - YOU MUST UNDERSTAND MARKETING. If things like ROAS or CPA mean nothing to you, this position isn’t the right fit for you. - Strong organizational and communication skills. - Experience with project management tools (Asana preferred). - Comfort with Google Workspace, Google Ads / Meta Ads dashboards, and basic analytics. - Attention to detail and process-oriented mindset. - Experience in a marketing agency or similar service-based business is a plus - Tech-savvy and quick to learn new systems. - You’re a native English speaker. If not native, you’re at least so fluent in English that you can easily communicate with native speakers (primarily USA and Canada). This is VERY important. - Strong written English (for client-facing updates). Personality Fit (what will make you great for this role) - You love structure, accountability, and order. - You’re the type who notices when something’s overdue and gets it done. - You’re comfortable chasing people politely but firmly. - You like improving systems and keeping everything documented and tidy. - You thrive on helping the team stay aligned and productive.