Marketing Agency Business Operations Coordinator

POSITION SUMMARY

The Operations Specialist is a detail-oriented, proactive, and versatile business operations professional who thrives at the intersection of people, process, and performance, keeping Lead Gear's internal engine running smoothly by managing a broad range of functions spanning human resources administration, payroll, accounts receivable, invoicing, sales tax compliance, and general back-office operations. This role serves as the operational backbone of a fast-moving marketing agency, connecting the dots across finance, HR, sales administration, data management, and reporting to create clarity, accountability, and efficiency across the team. The Operations Specialist partners directly with leadership to ensure that every internal function runs with precision, and brings both the organizational discipline and analytical capability to surface insights that help the business make smarter decisions and stay focused on growth.

ABOUT LEAD GEAR

Lead Gear is a Plano-based digital marketing and web design company that has been partnering with B2B and local service businesses to grow their revenue and online presence for over 23 years. Specializing in search engine optimization, local search, social media marketing, and professional website design, Lead Gear delivers results-driven strategies built around what actually moves the needle for its clients, with a dedicated in-house team of developers and marketers working together under one roof. Recognized by Clutch as a Top SEO Company in greater Dallas and trusted by industry-leading manufacturers, distributors, and service providers, Lead Gear takes a true partnership approach to every client relationship, measuring its own success by the business it generates for the companies it serves. At Lead Gear, the mission is simple: to ignite business growth through strategy, expertise, and the kind of long-term relationships that have kept clients coming back since day one.

SUCCESS LOOKS LIKE

• The Operations Specialist is recognized as a reliable, proactive, and analytically sharp partner to leadership, managing diverse multi-functional responsibilities with precision, and continuously identifying and implementing improvements that make the business run better.
• CRM data, sales pipeline records, project billing, and operational documentation are maintained with accuracy and discipline, ensuring that the full team always has a clear and current picture of business activity across every function.
• Leadership has regular, timely access to accurate key performance indicators, executive dashboards, and performance reporting that reflects real-time business activity across every function. Time tracking is monitored consistently, project billing is accurate and current, and trend analysis is delivered proactively so leadership can identify patterns and act on them before they become problems. System documentation, software subscriptions, and user access are maintained with discipline, ensuring that the operational infrastructure supporting the business is always current, organized, and accounted for.
• Payroll, accounts receivable, invoicing, and sales tax filings are processed accurately and on time every time, with no lapses in compliance, no missed deadlines, and no financial discrepancies requiring correction or escalation from leadership.
• HR administration functions including onboarding, benefits management, PTO tracking, and employment compliance are handled with consistency, confidentiality, and a level of care that supports a positive team experience and protects the company's legal standing.

OBJECTIVES

• Compile, maintain, and present key performance indicator dashboards and executive reports by pulling data from QuickBooks, the customer relationship management system, project management tools, and time tracking systems, identifying trends, flagging concerns, and delivering insights to leadership in a clear and actionable format that supports informed, data-driven business decision-making.
• Administer customer relationship management data integrity and user adoption across the full sales pipeline, processing new leads, updating contacts, managing pipeline stages, and pulling customer relationship management reporting that gives leadership a real-time view of sales activity, conversion trends, and follow-up status at any given point.
• Support sales operations by coordinating proposals, contracts, and sales materials, scheduling client meetings, tracking follow-up activities, and ensuring that the administrative side of the sales process runs smoothly and never becomes a bottleneck for the team.
• Track and monitor project time entries to ensure accuracy, support project billing reconciliation, maintain subscription and software access records, and oversee system documentation so that operational tools are organized, current, and correctly assigned.
• Identify inefficiencies, gaps, and redundancies in current operational processes, proactively develop and implement practical improvements that increase accuracy and reduce manual effort, and maintain clear process documentation that keeps systems scalable as Lead Gear grows.
• Handle general back-office operations including expense tracking, banking and deposit management, vendor coordination, and company spending oversight, ensuring that financial records are complete and that leadership has an accurate view of operational costs.
• Coordinate internal meetings, client calls, and team events, provide executive administrative support for leadership, and manage special projects and company gatherings that contribute to a productive, organized, and well-functioning workplace.
• Manage day-to-day QuickBooks operations including accounts receivable entry, invoice generation, payment tracking, and reporting, maintaining accurate and organized financial records that support leadership decision-making and provide a clear picture of the company's financial position at all times.
• Maintain organized and current records across all operational functions including payroll, billing, HR, contracts, and compliance documentation, ensuring that every record is accurate, easily accessible, and fully audit-ready at all times.
• Administer payroll processing and compliance, supporting all payroll preparation, ensuring accurate and timely submission, maintaining current employee payroll records, and staying current on applicable federal, state, and local payroll regulations and requirements.
• Manage accounts receivable and client billing by generating invoices on schedule, tracking outstanding balances, following up on past-due accounts professionally and persistently, and maintaining accurate and organized records of all billing activity and payment status.
• Prepare and file sales tax returns accurately and on time across all applicable jurisdictions, monitor for regulatory changes that affect the company's obligations, and maintain documentation that keeps the company compliant and audit-ready at all times.
• Oversee HR administration functions including new hire onboarding, employee paperwork, benefits enrollment and renewal, PTO tracking and approval, workspace setup, and compliance with employment policies and applicable employment law requirements.

COMPETENCIES

• Multi-Functional Operations Management: Manages a broad and diverse set of operational responsibilities across finance, HR, sales administration, compliance, and reporting simultaneously, bringing the cross-functional capability and organizational discipline to keep every area running accurately and on time without narrowing to a single discipline.
• Financial Administration and Accuracy: Handles accounts receivable, invoicing, payroll support, and sales tax compliance with a high degree of precision, understanding that financial errors carry real consequences and treating every transaction, filing, and record accordingly.
• Analytical Thinking and Data Interpretation: Compiles and interprets financial and operational data with a structured and critical mind, identifying patterns, surfacing variances, and presenting findings in a format that gives leadership clear, actionable visibility into business performance and profit and loss trends.
• Human Resources Administration: Handles onboarding, benefits coordination, PTO tracking, payroll support, and HR compliance with competence and strict confidentiality, understanding that people-related matters require both accuracy and sensitivity in equal measure.
• Accounts Receivable and Billing Management: Manages the full billing cycle from invoice generation through payment collection with accuracy and persistence, keeping AR current, following up on outstanding balances professionally, and maintaining organized records of all billing activity.
• CRM and Data Management: Maintains CRM accuracy and system integrity across lead records, contacts, pipeline updates, and sales data, ensuring that the broader team always has reliable information to work from and that data quality is treated as an operational priority.
• Sales Operations Support: Coordinates proposals, contracts, scheduling, and follow-up tracking with the efficiency and detail orientation needed to support a busy sales team, keeping the administrative side of the pipeline organized and moving without requiring constant leadership involvement.
• Organization and Process Discipline: Maintains structured and reliable systems for tracking responsibilities, deadlines, records, and action items across multiple functional areas simultaneously, ensuring that nothing is missed and that every area of the business is managed with the same rigor and consistency.
• Attention to Detail: Reviews numbers, documents, filings, and records with the precision required to catch errors before they matter, understanding that operational reliability is built on small decisions made correctly and consistently over time.
• Communication and Professional Discretion: Communicates clearly and professionally with team members, leadership, clients, and external partners, and handles sensitive financial and personnel information with the confidentiality, judgment, and composure the role demands.
• Initiative and Continuous Improvement: Identifies operational gaps, inefficiencies, and emerging issues without waiting for direction, develops practical solutions, and implements improvements that make the business run better, bringing a proactive and ownership-oriented mindset to every function they manage.
• Technology Proficiency: Works efficiently across payroll platforms, accounting software such as QuickBooks, CRM tools, project management platforms such as Asana, and the full Google Workspace and Microsoft Office suite, adapting quickly to new technology as the company's operational needs evolve.

EDUCATION AND EXPERIENCE

• Bachelor's degree in business administration, operations management, accounting, or a related field preferred; equivalent professional experience in a multi-functional operations or office management role will be considered.
• 3–5 years of experience in an operations, office management, or administrative role with demonstrated responsibility across multiple business functions including finance, HR, and administrative operations required.
• Hands-on experience with accounts receivable, invoicing, payroll support, and sales tax compliance required.
• Familiarity with HR administration including onboarding, benefits coordination, PTO management, and employment compliance strongly preferred.
• Proficiency with accounting or financial management software such as QuickBooks, CRM platforms, and project management tools required.
• Strong analytical capability with demonstrated ability to compile, interpret, and present financial and operational data in a format that informs leadership decision-making.
• Experience in a professional services, agency, or small-to-mid-size business environment is a significant asset.

PHYSICAL REQUIREMENTS

• Must be able to sit and work at a computer for extended periods while processing financial data, managing records, and completing administrative responsibilities across multiple operational functions.
• Must be able to maintain accuracy and composure while managing simultaneous workstreams in a fast-paced, deadline-driven agency environment with shifting priorities.
• Must be able to collaborate and communicate effectively in a professional office setting with team members, leadership, and external partners both in person and remotely.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Lead Gear recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

If this position caught your eye, send us your resume!  For best consideration, include the job title and source where you found this position in the subject line of your email to careers@. Already a Lead Gear candidate? Please connect directly with your recruiter to discuss this opportunity.

Work Location: Hybrid remote in Plano, TX 75025

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance