Job Description:
We are seeking a highly organized and proactive Operations and Project Coordinator to support the day-to-day management of administrative, operational, and project-related tasks. The ideal candidate will play a pivotal role in ensuring seamless business operations, maintaining accurate documentation, and managing key processes across the company. This position requires attention to detail, excellent communication, and the ability to streamline workflows.
Key Responsibilities:
1. Financial Management:
Handle annual invoices for hosting, renewals, and other recurring services.
Track, review, and confirm that all projects are billed and archived in a timely manner at the end of each month.
2. Document & Process Management:
Archive old tasks and ensure that project-related documents are organized in appropriate client folders.
Maintain and update account onboarding documents, including SLAs, Change Orders, and ACH forms, ensuring they reflect the latest information.
Standardize and set up templates for recurring and identified projects.
Regularly review and update Standard Operating Procedures (SOPs) to reflect the most current internal processes.
3. Project Planning & Estimation:
Create a standardized process for estimating jobs and outlining deliverables.
Collaborate with the team to improve the pitching and organization of estimates.
Analyze actual vs. estimated hours for projects and develop insights to improve accuracy and efficiency.
4. Document Organization & Accessibility:
Organize and maintain folders to ensure documents are easy to locate and accessible to the team.
Create shopping lists for project-related and office supplies; maintain inventory levels and ensure the team has necessary materials.
Track and confirm that every client receives and signs an SLA agreement as part of the onboarding process.
5. Team Coordination & Training:
Set up and manage Asana boards for ongoing team lunch-and-learn sessions.
Coordinate the preparation and presentation for these sessions, ensuring follow-up tasks are completed.
Support new team member onboarding, including training in Asana, Harvest, and administrative tasks.
Collaborate with department heads to create video libraries for specific job training and processes.
6. Client & Project Tracking:
Manage and update client tracking systems, including creating spreadsheets to track client photos compared to yearly expenses.
Pull and review hourly reports for the team and submit to payroll weekly.
7. Meeting & Event Coordination:
Organize and lead bi-weekly marketing meetings, preparing the agenda, assigning tasks, and following up on deliverables.
Plan and coordinate company events, such as the annual holiday party, including logistics, setup, and team coordination.
Qualifications:
Excellent organizational and multitasking skills.
Strong proficiency in project management software (e.g., Asana) and document management systems.
Ability to analyze data and provide actionable insights.
Strong written and verbal communication skills.
Experience in coordinating meetings and events.
Ability to work collaboratively and independently in a fast-paced environment.
This role offers the opportunity to make a significant impact on operational efficiency and contribute to the overall success of the team.
