Operations & New Business Coordinator

Job Description

Job Description

Description:

Why Join Us:

Indie has grown from a small team into a partner for some of the most exciting brands in CPG and beyond over the past 8 years, and we're not close to done! We are looking for great people who are energized by the opportunity to build & shape what comes next for Indie and are excited to grow along with us.

• Real ownership from day one. You'll help shape what Indie becomes, not just execute a fixed plan.
• A team that leads with empathy and still delivers at a high level. We don't think you have to choose.
• Broad, hands-on exposure. You'll work across client services, internal systems, events, and marketing, plus get to lead production on our CEO & Founder’s podcast, a rare mix of creative and project management.
• Competitive salary with real opportunities for growth and professional development.

About Us:
Founded in 2019, Indie Consulting is a fast-growing, strategy-led marketing consultancy that partners with some of the most exciting brands in CPG and beyond! We foster an empowering environment built on creativity and dedication, helping our clients tell their stories with clarity and impact.

At Indie, we’ve created a collaborative culture where professional and personal growth is the norm. Our team leads with empathy, supports one another, and strives to deliver meaningful results that leave things better than we found them. If you’re energized by smart strategy, great people, and real opportunities for growth, we’d love to meet you!

Role Overview: 

This role is the engine behind Indie's day-to-day: part ops, part new business, and a great way to get real hands-on experience in how a marketing agency actually runs. You'll split your time supporting our internal operations, think client contracts, office logistics, and systems, and our new business efforts, from social content to event support to producing our CEO & Founder’s podcast, Name Drop.

If you're energized by variety and don't need every day to look the same, this is built for you. You'll get exposure across client services, marketing, finance, and events, working closely with our Ops Manager and New Business Manager along the way.

Key Responsibilities: 

Operations Support

Office Management:

• Own office supply inventory, ordering, and restocking
• Manage client visits to the office — prep, hospitality, and day-of logistics
• Coordinate office maintenance, repairs, and building/vendor requests
• Manage incoming and outgoing mail and deliveries
• Coordinate the monthly team socials
• Manage all team gifts for birthdays and celebrations

Client Services:

• Coordinate client signatures for finalized SOWs and contract extensions
• Coordinate all employee contracts (FT, 1099, LLC)
• Assist client service directors in drafting and updating SOWs
• Support follow-up communication for contract renewals and new business invoicing
• Coordinate client gifts, including new client onboarding & end-of-year client appreciation

Internal Tools & Systems:

• Maintain the tracker of all internal tools — seats, renewals, and owners
• Facilitate maintenance and organization of the internal project management system
• Manage employee expense report submissions
• Review expenses within QuickBooks 
• Coordinate new employee onboarding including onboarding paperwork, background checks, scheduling, and equipment set up.
• Assist with onboarding and offboarding, including access setup and removal

New Business Support

Social & Marketing Support:

• Support the New Business Manager on Indie’s social content production and execution of the monthly content calendar for Indie’s marketing efforts
• Support Indie’s owned social channels — LinkedIn and Instagram, including the Name Drop Instagram and TikTok
• Support Indie’s website management
• Support and manage the health of Indie’s CRM with segmented contact lists
• Support awards applications — research, drafting, submission, and deadline tracking

Event Support:

• Support planning and execution of the biannual in-person team on-site
• Support the annual Indie Social
• Support the planning and coordination of external events, including client meetings, conferences, networking functions, and partnership initiatives
• Manage event logistics across all of the above — venues, vendors, travel, supplies, RSVPs

Podcast Production:

• Coordinate and run monthly recording sessions
• Produce episodes — rundowns, editing, post-production & blog posts
• Publish episodes and create social promotional content for Indie and Name Drop owned social channels
• Support guest sourcing, outreach, and scheduling along with podcast studio booking (NYC + Raleigh)

• 2+ years experience in marketing, project management, operations, and/or event planning, preferably in a fast-paced work environment.
• Ability to problem solve and manage competing priorities. 
• Strong attention to detail and organizational skills.
• Strong interpersonal and written communication skills.
• Willingness to travel 1-2 days a month, depending on internal team and client needs.
• Experience with social media management and/or projectment management tools is a plus. 

Reporting Relationship: Operations Manager and New Business Manager

Education & Experience: Bachelor’s degree in Marketing, Communications, Business Administration or related field, or equivalent professional experience.

Location: This role is based in Raleigh, NC with a hybrid schedule of three in-office days and two remote days each week.