Operations Coordinator

Operations Coordinator Job Description
About the RoleWe’re hiring an Operations Coordinator to be the execution engine of our Ops team. Every department at Melanin Money sends work to Ops. Access and account setup, list and segment pulls, discount codes and checkout links, meeting link fixes, agreement corrections, form and funnel edits, and a steady stream of questions about how to do something in one of our systems. Today that volume lands on two senior specialists who should be building infrastructure instead. You’ll be the front door. You’ll own the Ops request queue from intake through close, handle the work that sits at your level, coordinate cross-team projects and live event operations, and take the hands-on tasks off our senior team so they stay on the work only they can do. You’ll work closely with our HubSpot Systems & Enablement Lead and our Systems & Automation Specialist, and over time become the person the rest of the company routes work through with confidence. AI is core to how this team works. We treat AI as a teammate, not a side tool. Everyone here uses AI daily to move faster, think sharper, and accelerate recurring work. We expect the same from you.
The Shape of the WeekThis is high volume and hands-on. Requests come in continuously, at any hour, with no set pattern, and they bunch hard around launches and live events. Most items take under an hour. Some are urgent and come from leadership. Alongside the inbound flow, you’ll be working down a standing backlog and coordinating a handful of longer-running cross-team projects. The work rewards someone who can hold ten open threads at once without dropping any of them, and who takes real satisfaction in a clean queue.This is not a systems design role. Our CRM architecture, automation builds, reporting infrastructure, and recurring program operations are owned by other people on this team. You’ll work inside all of those systems every day. You won’t be the person deciding how they’re built.
What You’ll DoOwn the Ops request queueTriage every inbound request in ClickUp: confirm scope, set priority, assign the right owner, and route within one business dayClose the loop with the requester. When someone could have done it themselves, walk them through it and point them to the SOP so they don’t need to ask twiceEscalate the requests that need senior technical judgment, with the context and detail already gatheredWork down the standing backlog of open help requests and stalled project tasks. Close what’s finished, chase what’s stuck, surface what needs a decisionKeep statuses, owners, and due dates current so the board reflects realityFlag repeat request patterns to the Operations Manager and the HubSpot Systems & Enablement Lead so the underlying cause can be fixed at the right levelCoordinate cross-team projects and live eventsRun point on cross-functional projects that span Sales, Marketing, Client Success, and Customer Service. Scope, route, and track the workCoordinate routing and triage of inbound requests to our marketing agency, and escalate strategic issues to the Operations ManagerServe as the day-to-day point of contact for development and creative requests, and track them through to completionOwn marketing and company calendar updatesCoordinate live event operations across workstreams, including app setup, registration support, and vendor communicationHandle the recurring request volumeAccess and provisioning across the tech stack: new team member account creation during onboarding, permission changes, client portal and community access, Circle access tiers by client type, credit top-ups, and access removal at offboardingLists and segments: build them in HubSpot from defined criteria, import contact lists provided by other teams, and export to the formats teams needCodes and links: discount codes, promo codes, access codes for specialized use cases, and payment and checkout links built to the existing standardMeeting links and booking: create new links, correct routing and assignment, and resolve booking issues for clients and advisorsAgreements and documents: send, update, and troubleshoot service agreements and acknowledgement documents in PandaDocRecord corrections: names, emails, phone numbers, subscription status, portal detailsSupport HubSpot, funnels, and the tech stackSupport the contact and deal hygiene work led by the HubSpot Systems & Enablement Lead: deduplication, field cleanup, taggingHubSpot calendar automation and scheduling supportSmall ClickFunnels edits such as offering names and prices, escalating larger funnel work to our marketing agencyUTM setup and tracking support, following the spec our Systems & Automation Specialist ownsTypeform edits across the teamEditing and connecting forms to HubSpot and the client portal, and troubleshooting when they breakAloware credit top-ups when the team needs to send bulk messagesReconnect broken Zaps against the runbook, and escalate anything that needs a rebuildPick up one-off execution tasks across ClickUp, HubSpot, Zapier, and ClickFunnels so our two senior specialists stay on architecture and build workRun first-pass diagnosis on anything broken: reproduce it, gather the detail, check the SOP, then escalate with a clear write-upKeep documentation and admin runningRun the monthly business scorecard refresh, pulling the data and updating the views department heads reviewMaintain documentation, Supered.io guides, and SOPs alongside the HubSpot Systems & Enablement LeadCreate and maintain the SOPs for the processes you own, so team members can self-serve correctly
You’re Perfect For Melanin Money If...You find real satisfaction in clean, repeatable execution.You can hold high volume without dropping threads. Ten open items, several urgent, and you know the status of each one.You work well inside someone else’s system. You follow the naming convention, the template, and the SOP you didn’t write, and you improve them from the inside rather than rebuilding them.You’re a connector and a router. You’re the person teams come to when they don’t know who owns something, and you move work to the right place without losing it.You explain as you go. When you fix something for someone, they finish the conversation knowing how to handle it themselves next time.You communicate clearly in writing. Slack updates, ticket comments, and async handoffs are second nature.You’re fluent with AI and curious about new tools. You use AI daily to speed up the repeatable parts of your work.
What We’re Looking ForRequired2-4 years in operations, program or project coordination, marketing operations, business systems, or executive support. Experienced, not entry-level.A recurring process or request queue you owned end to end for at least a year, that you can walk us through in detail: what you ran, what broke, what you changedHands-on HubSpot Professional or Enterprise experience as a confident user: building lists and segments from defined criteria, importing contact data, managing contact and deal records, opening a workflow to understand what it does, and keeping records clean. You do not need to have architected a portal or built complex workflows.Demonstrated comfort with volume and interruption. Multiple small, time-sensitive requests landing at unpredictable times, held without losing the thread on any of them.Track record of executing inside an existing structure. You can follow a naming convention, a template, and an SOP you didn’t write.Demonstrated ability to coordinate work across multiple stakeholders and keep projects moving without dropping ballsClear written communication. You can update a ticket, a Slack channel, and a stakeholder without being asked twice, and explain the why behind a processComfortable working independently in a remote, async environmentActive daily use of AI tools (Claude, ChatGPT, or similar) to draft SOPs and updates, summarize threads into clear handoffs, check your own work, and accelerate the repeatable parts of your job. AI is a core part of how you operate, not a novelty.Experience working in a project management system such as ClickUp (preferred)
Tools You’ll UseDaily: HubSpot (Sales, Marketing, Service Enterprise), ClickUp, Slack, Google Workspace, Claude, ChatGPT, Read.ai, ZoomRegularly: Spiffy, Stripe, PandaDoc, Aloware, Circle, Skool, ClickFunnels, Typeform, EventCombo, Supered.io, Loom, MailerLite, SlickText, MobileTextAlerts, Zapier (working within existing Zaps rather than building new ones)Occasionally: Wealth.com, RightCapital, Canva, Gorgias, WordPress, Shopify
What Success In This Role Looks LikeThe Ops request ticket queue is current. Requests are triaged within one business day, every open item has an owner and an accurate status, and nothing stalls quietly.The volume of small requests reaching the HubSpot Systems & Enablement Lead and theSystems & Automation Specialist drops measurably, and their time visibly shifts toward build work.Urgent requests during live events and launches are handled same day, without the Operations Manager needing to step in.Marketing agency requests are scoped, routed, and triaged cleanly. Tactical issues are at your level, strategic ones escalate.Cross-team projects you run point on have clear ownership, current status, and no items quietly stalling.Access provisioning is complete before a new hire’s first day and fully removed at offboarding. Lists, segments, and imports are correct the first time and match the criteria requested.Wealth Weekend and other live event operations run smoothly across workstreams, with you as the connective tissue between Ops, Marketing, Client Success, and external vendors.Friction points get flagged with a clear description of what broke and how often, so the right owner can fix it at the right level.AI is visibly part of how you work, and you’re contributing reusable prompts back to the team.