Operations & Automation Coordinator

Job Description

• This is a remote position.
• Our client is a marketing agency representing UK content creators, industry experts, and public figures who partner with leading brands. You will act as an autonomous service provider responsible for ensuring operational workflows, inbox management, campaign coordination, and brand outreach. You will need to be available 20 - 26 hours per week.

Scope of Services & Key Deliverables
The Contractor will independently oversee, execute, and deliver across the following functional deliverables :

Deliverable 1: Communications & Schedule Coordination

• Monitor and coordinate shared agency email communications, drafting tailored responses to routine and complex enquiries using agreed brand guidelines.
• Prioritise and flag time-sensitive brand partnership opportunities and critical commercial correspondence.
• Coordinate executive diaries, meeting links, reminders, and calendar appointments across UK/SA time zones.
• Implement and maintain structured inbox labeling, archiving, and digital filing conventions.

Deliverable 2: Campaign Outreach & Commercial Research

• Conduct structured market research across brands, PR agencies, and media planners to identify commercial partnership, event, and gifting opportunities.
• Build, verify, and maintain pipeline outreach databases containing complete contact, role, and corporate details.
• Coordinate the distribution of approved introductory campaign outreach emails and systematically track response rates and follow-ups.
• Assist in assembling talent profiles, rate sheets, and media kits for presentation to prospective commercial partners.

Deliverable 3: Campaign Operations & Administration

• Maintain live tracking registers capturing campaign milestones, deliverables, contractual dates, and next steps.
• Track deliverables against deadlines, proactively following up on outstanding contracts, content approvals, and digital proof-of-performance assets.
• Maintain central talent repositories with current talent information, bios, and compliance documentation.

Deliverable 4: Invoicing Support & Financial Documentation

• Generate draft campaign invoices incorporating accurate purchase order numbers, billing details, and agreed payment terms.
• Maintain live invoice tracking spreadsheets, monitoring settlement dates and issuing approved payment reminders for overdue balances.
• Collate receipts, supplier invoices, and supporting financial documentation for handover to the finance team.

Deliverable 5: Agency Infrastructure & Automation Optimisation

• Manage and maintain central Google Drive architectures, folders, and shared file hierarchies.
• Establish simple standard operating procedures (SOPs), process checklists, and shared operational registers.
• Integrate AI workflows (e.g., ChatGPT) and automation tools to streamline recurring administrative processes and optimise service efficiency.
• Coordinate talent gifting programs and relationship-management schedules within agreed budgets.

Requirements

• Commercial Experience: Proven background delivering virtual assistant, executive support, operational, or administrative services within a digital, fast-paced environment. Exposure to talent management, PR, influencer marketing, or creative agencies is highly advantageous.

Technical Software Stack:

• Advanced Google Workspace expertise (Gmail, Google Drive, Google Sheets, Google Calendar
• Familiarity with workflow and tracking tools (Trello, Asana, or equivalent).
• Working knowledge of Xero (or similar accounting software) and basic design tools (Canva) is desirable.
• Practical application of generative AI tools (such as ChatGPT) to automate daily administrative tasks.
• ​Communication & Integrity: Flawless written and verbal English communication tailored to UK commercial audiences, with absolute discretion regarding non-disclosure terms, commercial contract figures, and talent confidentiality