Operations Coordinator

Job Description

Job Description

SPARK is looking for an exceptionally organized, detail-oriented Operations Coordinator to help keep our agency running smoothly.

This is an entry-level position and no previous agency experience is required. What matters far more is how you work . You notice the details other people miss. You love a good checklist. You follow through without needing to be reminded. You’re comfortable juggling a lot of small things and making sure none of them fall through the cracks. And when someone asks you to figure something out, your instinct is to find the answer.

The Operations Coordinator works alongside our Operations team and sits at the center of how the agency actually runs: the vendors we hire, the invoices we pay, the paperwork that makes someone's first day go smoothly, and the records that let leadership make good decisions. Very little of it is glamorous. All of it matters.

For the right person, this is a front-row seat to how a creative business runs and a path into greater responsibility over time.

HR & People Administration

• Run the administrative side of onboarding and offboarding: paperwork, systems access, equipment, checklists.
• Coordinate paperwork, forms and other employee administrative needs.
• Help organize company events, team activities, and travel logistics.

Vendor Sourcing & Coordination

• Research and identify vendors for client projects and agency needs: photographers, printers, production partners, freelancers, and specialty suppliers.
• Issue requests for pricing, estimates, and availability, then follow up until you have answers.
• Collect and track vendor paperwork: W-9s, certificates of insurance, NDAs, and signed estimates.
• Maintain accurate vendor information and records.

Bookkeeping & Financial Administration

• Support accounts payable and accounts receivable administration under the guidance from leadership.
• Enter and code invoices, receipts, and expense documentation accurately and on schedule.
• Assist with vendor payments and billing documentation.
• Help reconcile transactions and chase down missing or incorrect information before it becomes a month-end problem.
• Maintain accurate financial files and supporting documentation.
• Assist the Operations team with routine bookkeeping and financial administrative tasks.

Agency Operations

• Provide day-to-day administrative support to the Operations team.
• Help maintain agency documents, systems and records.
• Keep our operating systems (Scoro and Google Workspace) clean and current.
• Handle office, team, and ad hoc needs as they come up.
• Collaborate closely with Operations team to identify workflow breakdowns and solutions.

What We're Looking For

Experience isn't the most important qualification for this role. How you're wired is.

Here are our non-negotiables. 

• Exceptionally organized and detail-oriented. You keep track of multiple priorities, catch the small things and rarely let anything fall through the cracks.
• Reliable and accountable. If you say you'll do something, it gets done — accurately and on time.
• Resourceful and proactive. You like figuring things out, finding answers and taking initiative without always needing direction.
• A strong communicator. You're clear, professional, responsive and comfortable working with different people across the agency.
• Comfortable with bookkeeping and technology. You understand basic bookkeeping fundamentals — including invoices, expenses, payments and reconciliations — and learn new systems quickly.

What Success Looks Like

You'll know you're succeeding when the people around you trust that once something is in your hands, they don't have to worry about it. Details are correct. Deadlines aren't missed. Records are organized. Vendors get followed up with. Financial information is accurate. People get what they need. You make the entire agency a little easier to operate.

A Day in the Life 

No two days are identical, but here is a realistic one.

9:00a. You scan email and Scoro. A creative team needs a print vendor for a client mailer by Thursday. A new hire starts Monday. Three invoices came in overnight. You triage: what has a deadline, what has a dependency on someone else, what can wait until this afternoon.

9:30a. You send the print RFP to four vendors with the specs, quantity, and deadline spelled out clearly, so you do not lose two days to clarifying questions. You set your own follow-up reminders for tomorrow morning.

10:00a. Operations standup. Fifteen minutes. You share what is moving, what is stuck, and what you need from other people.

10:15a. Onboarding for Monday's new hire. You work the checklist: offer letter signed, background check cleared, laptop ordered, Google and Scoro accounts requested, benefits paperwork sent, first-week schedule drafted. You notice their manager has not sent a day-one agenda and you ping them now instead of Friday afternoon.

11:30a. Invoice entry. You code and enter the overnight batch. One invoice is $400 higher than the approved estimate. You flag it to the Controller with the estimate attached rather than paying it or letting it sit.

12:30p. Lunch.

1:30p. Two vendor quotes are back. You build a simple comparison: price, timeline, what is included, what is not. You send it to the creative lead with a note on which one actually meets the Thursday deadline. Decision made in ten minutes instead of two days.

2:30p. AR follow-up. Three client invoices are past thirty days. You draft polite reminders for the Controller's review and update the aging tracker.

3:30p. Vendor file cleanup. Two vendors have expired certificates of insurance. You request updated copies before anyone needs to hire them again.

4:00p. The Q4 team offsite is six weeks out. You gather venue options, get holds on dates, and pull together a cost comparison.

4:45p. You update your task list, note the three things you are waiting on other people for, and log what carries into tomorrow. Nothing lives only in your head.

5:00p. Done.

Some days instead: month-end close support, an all-hands you helped organize, a rush production job that needs five vendors sourced by end of day, or an offboarding that has to be handled quietly and correctly.

If this sounds like you, we would love to chat!