Ad Operations & Client Services Coordinator

Job Description

The Coordinator, Ad Operations & Client Services is one of two positions on Worn & Wound’s advertising operations team and carries full responsibility for a portfolio of client accounts. Working closely with the Manager, Ad Operations & Client Services, the Coordinator manages advertising and sponsorship campaigns from contract signature through final performance reporting, and maintains the systems, records, and reporting that support the department as a whole.

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The Coordinator’s portfolio is built around our standard advertising products — newsletter sponsorships, display advertising, Quick Release features, podcast sponsorships, and giveaways — and includes client communication, campaign delivery, and performance reporting for each. The Coordinator also supports the Manager on larger custom partnership programs, gaining direct experience in how those programs are scoped, delivered, and measured.

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Account and Campaign management

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• Run standard advertising and sponsorship campaigns from signature through wrap: kickoff with the client, collect assets and approvals, schedule and QA placements, and keep the timeline.
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• Be the day-to-day contact for your accounts. Clients should feel like their campaign is being handled by someone who has it under control.
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• Coordinate with Media and Editorial to get work produced and published — passing only complete, final assets, and holding the two-rounds-of-feedback standard.
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• Build and send the wrap report for your campaigns within two to three weeks of them ending, and flag the accounts worth renewing.
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Deal paperwork and billing

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• Build insertion orders in PandaDoc for both tracks, chase signatures, and keep the status current.
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• Invoice through QuickBooks once agreements are signed, and work with finance on collections follow-up.
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• Classify incoming deals against the published standard — turnkey or custom — and route anything custom to the Manager before it goes anywhere near a client.
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The record

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• Maintain CRM accuracy and data integrity. Keep every account record in Copper complete and current: an account owner and named backup, current pipeline stage, next action with a due date, and expected annual value. Log client meetings and calls as complete CRM entries within one business day.
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• Handle lead intake: log inbound inquiries, qualify them against the written standard, and assign an owner within one business day using the published routing order.
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• Maintain the deliverables calendar and the inventory view, so we always know what is sold and what is still available.
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• Prepare the pipeline board ahead of the weekly sales meeting.
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Reporting

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• Pull campaign performance from Meta Ads Manager, Google Analytics, Looker Studio, and Plausible, and build reports against our templates.
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• Run the weekly pacing check on live campaigns carrying impression guarantees, and raise anything tracking short while there is still time to fix it.
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Windup Watch Fair

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• Maintain the sponsor manifest as the central record of every sponsor’s commitments for each fair — booth and space, signage, on-site activations, and digital placements — along with the status of each deliverable, outstanding assets and payments, and upcoming deadlines. Keep it current before, during, and after each event so the team always has an accurate view of what has been promised and what is still owed.
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• Chase sponsor assets and deadlines ahead of each fair, and work the floor as sponsor-facing support during the show.
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• Travel as required, approximately 15% of the year, to support the Windup Watch Fair series (currently Dallas, San Francisco, Chicago, and New York) and other partner events, including occasional international travel. A valid passport, or the ability to obtain one, is required.
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What We're Looking For

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• Two to four years in campaign coordination, client services, account management, marketing, or media operations. Publisher, agency, or events experience is a plus but not required.
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• Genuinely organized, with the follow-through to hold several concurrent campaigns and competing deadlines without dropping details.
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• Comfortable with clients — clear, warm, professional in writing and on calls, and willing to hold a deadline politely but firmly.
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• Fluent with tools, or able to become fluent quickly: Google Workspace, a CRM (we use Copper), project management software (Monday.com), and analytics platforms. Comfort with numbers and basic budget reconciliation.
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• Fluency with AI tools as part of a daily workflow. We use them company-wide and expect this role to look for ways to remove manual work.
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• A process-minded instinct — when you notice something broken, you would rather fix it than work around it.
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• An interest in watches, design, or enthusiast communities is a plus. Curiosity about them is enough.
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Compensation and Benefits

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• $65,000–$75,000 annual salary, depending on experience
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• Annual performance bonus, target 5–7% of base
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• Annual professional development budget for coursework, conferences, or certification
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• Health care, including dental and vision
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• 401(k) with a 4% match, available after six months
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• Graduated paid vacation: 10 days annually, rising to 15 at year two and 20 at year four
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• 14 paid holidays a year
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• Hybrid schedule out of our Gowanus, Brooklyn office, following an in-office onboarding period
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