Operations Coordinator

Overview

The Operations Coordinator will play a pivotal role in the day-to-day operations of our organization. This individual will support the smooth execution of our production projects and daily operations, ensuring everything runs seamlessly from pre-production to post-production. This role is ideal for someone passionate about media and production, with strong organizational skills and a proactive approach. The ideal candidate will possess strong leadership capabilities, a strong customer service background, and a track record of achieving operational excellence.

Qualifications

• Strong customer service skills with a focus on client satisfaction
• Proficient in Microsoft Office and Google Suite
• Excellent organizational and time management abilities
• Clerical and administrative experience, including data entry and filing
• Familiarity with QuickBooks and multi-line phone systems
• Bilingual candidates preferred for enhanced communication
• Proven leadership skills and ability to manage office operations effectively

RESPONSIBILITIES

• Client Communication:
• Oversee support staff in operations as they carry out daily communications and tasks to support clients.
• Ensure client communication and inquiries are addressed promptly and accurately by team members.
• Schedule and coordinate client meetings, calls, and presentations.
• Ensure clients are informed about project progress, timelines, and any potential changes.
• Project Coordination:
• Collaborate with production teams to ensure client requirements and expectations are clearly understood and met.
• Assist in the development of project briefs, proposals, and contracts.
• Monitor project timelines and deliverables, ensuring they align with client expectations.
• Oversee the entire video production process, from pre-production through post-production, ensuring efficiency and quality at all stages.
• Develop and manage production schedules to meet deadlines and client expectations.
• Ensure optimal utilization of resources, including personnel, equipment, and materials.
• Relationship Management:
• Act as the main point of contact for high risk turnover clients with strong retention efforts, goals, and creative approaches.
• Remain in continuous communication with clients and build bridges for further and deeper relationships.
• Build and maintain strong, long-term relationships with clients.
• Understand client goals, preferences, and feedback to provide personalized service.
• Identify opportunities for upselling and cross-selling additional services.
• Staff Support:
• Lead, mentor, and develop a high-performing operations team, including virtual assistants and support staff to ensure smooth operations and excellence.
• Conduct regular performance evaluations and provide coaching and feedback.
• Act as liaison with Media Pros for time requests off and schedule management & availability.
• Promote a collaborative and positive work environment.
• Issue Resolution:
• Address any client concerns or issues promptly and effectively.
• Coordinate with internal teams to resolve problems and ensure client satisfaction.
• Follow up with clients post-project to gather feedback and ensure continued satisfaction.
• Financial Support:
• Oversee financial upkeep of All-Access Pass clients and account status.
• Ensure All-Access Pass client relationships remain strong and upheld.
• Working hand-in-hand with our virtual assistant, ensure invoices are up-to-date, paid, and accurate with clients.
• Market Research and Analysis:
• Conduct research on industry trends and competitor activities to better serve clients.
• Gather and analyze client feedback to identify areas for improvement.
• Provide insights and recommendations based on client interactions and industry knowledge.
• Strategic Leadership:
• Develop and implement operational strategies aligned with the company's goals and objectives.
• Provide leadership and direction to the operations team, fostering a culture of excellence and continuous improvement.
• Collaborate with management & owners to set and achieve long-term operational goals.

Job Task List for an Operations CoordinatorDaily Tasks:

• Operational Oversight:
• Monitor daily operational activities to ensure workflows run smoothly.
• Address any immediate operational issues or bottlenecks that arise.
• Ensure all team members have the resources they need for the day’s tasks.
• Communication:
• Respond to emails and messages from team members and stakeholders.
• Facilitate communication between departments to ensure coordination.
• Schedule and prepare for any meetings or calls with clients scheduled for the day.
• Administrative Tasks:
• Update and maintain accurate records and documentation.
• Manage inventory and order supplies as needed.
• Handle routine administrative duties such as filing, data entry, and scheduling.
• Support Functions:
• Assist in resolving any customer service issues or queries.
• Provide support to the operations team and other departments as needed.
• Ensure compliance with company policies and procedures.

Weekly Tasks:

• Planning and Coordination:
• Review and adjust the weekly production schedule and timelines.
• Coordinate with various departments to ensure alignment on projects and tasks.
• Plan for any upcoming events, meetings, or deadlines.
• Team Meetings:
• Organize and lead weekly team meetings to review progress and address any issues.
• Follow up on action items from meetings.
• Data Management:
• Compile and analyze weekly operational data and metrics.
• Prepare and distribute weekly reports to management.
• Track key performance indicators (KPIs) and identify areas for improvement.
• Quality Control:
• Conduct regular audits and inspections to ensure quality standards are met.
• Address any quality control issues that have arisen during the week.
• Implement corrective actions as needed.
• Training and Development:
• Identify any training needs for team members.
• Organize and facilitate training sessions or workshops.
• Provide ongoing support and guidance to new hires.

Monthly Tasks:

• Strategic Planning:
• Review and update monthly operational plans and objectives.
• Coordinate with senior management to align on long-term goals and strategies.
• Plan for any significant upcoming projects or campaigns.
• Reporting:
• Prepare comprehensive monthly operational reports for senior management.
• Analyze trends and performance data from the past month.
• Highlight successes, challenges, and areas for improvement.
• Process Improvement:
• Evaluate existing operational processes and identify opportunities for improvement.
• Implement new processes or refine existing ones to enhance efficiency.
• Gather feedback from team members and stakeholders on operational practices.
• Compliance and Audits:
• Ensure compliance with industry regulations and company policies.
• Conduct monthly audits to ensure adherence to standards.
• Address any compliance issues and implement necessary changes.
• Client Relations:
• Maintain and build relationships with key clients.
• Team Development:
• Conduct monthly performance reviews with team members.
• Set goals and development plans for the upcoming month.
• Recognize and reward team achievements and contributions.

This task list is designed to ensure the smooth and efficient operation of the company’s activities, aligning daily, weekly, and monthly tasks with overall strategic goals.

Job Type: Part-time

Pay: $19.39 - $21.50 per hour

Expected hours: 20 per week

Benefits:

• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday

Work Location: Remote

Salary : $19 - $22