Hey! We’re looking for an Operations Coordinator.

We're seeking someone with experience managing multiple projects across different teammates and timelines. You’ll be the bridge between our clients and teammates, helping everyone get their work done within scope, on budget and on time.

You’ll be working with a small, young but mighty team. We come to work with enthusiasm and take pride in supporting the people around us.

Frankly, this isn’t the kind of job that will lead to full-time hours. It’s a steady part-time and remote position. We’re open to freelancers who are looking for a side hustle or another VA client.

About Us

We're Findable Digital Marketing and we make businesses easy to find online. We’re a boutique digital marketing agency and most of our clients are in the design-build industry. We're a remote-first company and our headquarters is in Toronto, Canada.

Pay & Hours

Hourly Wage: $27 to $30 CAD – Open to freelancers
Location: Remote, Ideally Canada
Commitment: Part-time – About 10 hours/week or 2.5 hours/day
Deadline: June 20, 2024
Start Date: Immediately

Skills

You have more or less 3 years of experience in administration or operations. In previous jobs, you had to coordinate between people and keep tabs on multiple projects at the same time.
You’re a strong communicator. You’re not shy to be assertive. You know how to set boundaries firmly yet kindly when teammates are behind their deadlines or clients ask for more than agreed. You know how adapt your tone and language to different personalities and circumtances.
You’re super duper meticulous. Some people may find your attention to detail annoying. We find it valuable. You’re the kind of person who gets a high from crossing tasks off your to-do list, finding small ways to improve processes, and catching details before they become problems.
Open to learning about website design and digital marketing. You may have some experience designing a website. You’re not a professional but you know the terminology and keep up with our team.
You’re highly proactive. We’re a small and young team, and if you’re willing to take initiative, you’ll do well.
Independent, punctual and work remotely. You’re comfortable working on your own and managing your time.
You're already online during office hours. It’s best to do this job in small but frequent chunks – about 2.5 hours a day. This position could be great for someone who already is a freelance VA and looking for another client.

Responsibilities

Project Management – Must

Oversee both client and internal projects from start to finish, monitoring timeline, budget and project scope.
Manage the details of all projects, priorities and people.
Continuously monitor resource workloads and proactively identify capacity issues with the Chief Executive Officer (CEO).

Time

Develop detailed project schedules and translate requirements into tasks and deliverables for our team via Asana.
Support, check in and even hold the team accountable to meet deadlines and stay on schedule.
Prioritize tasks both for themselves and team members.

Budget

Monitor the project status and budget (aka. scope in hours) every week.
Advise the team when a project is on the verge of exceeding the budget and project scope.

Onboarding New Clients

Receive and ensure the scope of work is clear.
Onboard the client, brief subcontractors and set tasks or deadlines for the team.
Tightly manage scope, timelines and behaviours within the first 30 days. Enforce boundaries.

Account Management – Must

Act as the primary point of contact for our clients.
Communicate the next steps and expectations to clients, especially in preparation for meetings.
Follow up with clients when their deliverables are delayed. Alternatively, seek to understand what is causing delays on their end and provide solutions to help them.
Skillfully set boundaries when clients exceed the scope of work or cause delays in the project.
Look for opportunities to upsell the client on additional services.

Communication – Must

Able to collaborate as part of a team but also comfortable and disciplined working independently.
Coordinate meetings between clients and teammates. Ensure meetings have a clear purpose or agenda. Ensure clients have the required material to prepare for the meetings.
Awareness and willingness to communicate feelings and needs. Specifically in regards to your ability or difficulty to complete tasks (especially remotely) or follow processes (especially new ones).
Willingness to ask for what you need to complete tasks and follow processes, with honesty and without blame or criticism.

Process Improvement

Own the process in all of its entirety.
Regularly look for ways to improve, standardize and simplify the process. No improvement is too small, even if just by 1%
Get feedback from relevant team members on the project and processes, and immediately put feedback into action.
Document even the smallest changes or additions to processes in the internal intranet.

Digital Marketing – Nice to Have

Take the time to learn about the industries our clients are in and what makes each client unique.
Possess a good understanding of branding, marketing, websites and search engines.
Actively participate and contribute in brainstorming and strategy meetings, when needed.

Findable Digital Marketing

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Operations Coordinator