Operations & Project Coordinator

About the role

Our client, a strategic marketing firm, is looking for a proactive Operations & Project Coordinator to act as the operational backbone for client delivery and internal initiatives. You will manage daily task execution, coordinate cross‑functional teams, and provide executive support to the CEO.

Key responsibilities

• Maintain daily project plans, action‑item trackers, and execution schedules in ClickUp and Zoho CRM.
• Monitor tasks across internal team members, creative contractors, and advisory contributors to ensure on‑time delivery.
• Collaborate with strategists, copywriters, developers, and designers to move client deliverables through planning, execution, and review.
• Track outstanding invoices and support basic accounts payable/receivable follow‑up and client metrics reporting.
• Coordinate logistics, timelines, and deliverables for internal initiatives such as website updates, social media branding, template refreshes, and podcast production.
• Lead administrative onboarding for new client accounts and project rollouts.
• Draft and distribute weekly or bi‑weekly status reports and meeting recap notes.
• Perform quality‑control checks on contractor deliverables before senior leadership review.
• Audit and optimize the CEO’s calendar, manage meeting requests, and protect deep‑work blocks.
• Research, book, and coordinate travel for 2–4 annual industry conferences.

Required profile

• 2–4+ years of experience in project coordination, agency operations, or executive assistance within a fast‑paced agency environment.
• Excellent written and verbal communication skills in English at a college level.
• Strong organizational abilities and attention to detail.

Required skills

• Proficiency with ClickUp.
• Experience using Zoho CRM and Zoho Phone.
• Familiarity with Google Drive for document management.