Office Manager & Business Operations Coordinator

Salary Range: $60,000–$70,000 annually, depending on experience

Reports to: Agency Partners

Location: Little Rock, AR

This Role Is Basically Mission Control

Every agency has big ideas, big deadlines, moving parts, vendor questions, billing details, meeting rooms to wrangle, invoices to reconcile, and at least one mystery package that no one claims.

That is where you come in.

The Communications Group is looking for an Office Manager & Business Operations Coordinator who can help keep the agency running smoothly, accurately, and with just the right amount of calm-in-the-chaos energy. This role is part office manager, part operations coordinator, part administrative air traffic controller, and part “I already handled that” hero.

We need someone who is organized, proactive, detail-oriented, and comfortable being the person who knows where things are, what still needs to happen, who needs the next reminder, and whether we are dangerously low on coffee.

About The Communications Group

The Communications Group, also known as ComGroup, is a Little Rock-based, full-service marketing and communications agency that helps clients turn complex ideas into clear, compelling campaigns.

We work across B2B, agriculture, government, public service, and other industries where strategy, service, accuracy, and follow-through matter. We are a small team, which means every role matters. There is no giant corporate machine humming in the basement. We depend on one another, pitch in when needed, and value people who take ownership instead of waiting for someone else to notice the loose thread.

We like to have fun. We also know when it is time to buckle down, get the details right, and move the work across the finish line. Sometimes that means coordinating a client lunch. Sometimes it means tracking down a vendor invoice. Sometimes it means making sure the conference room is ready before the meeting starts and not five minutes after everyone is already staring at each other.

Position Summary

The Office Manager & Business Operations Coordinator serves as the operational hub of the agency. This role supports the day-to-day rhythm of the office while also providing administrative, accounting, media billing, vendor, and internal process support.

You will help keep the office organized, the systems updated, the billing documentation clean, the vendors coordinated, and the team supported. You do not have to wear a cape, but we will understand if you develop a signature cardigan.

This position is ideal for someone who enjoys variety, takes pride in accuracy, and can move comfortably between people, processes, numbers, and details. One minute you may be welcoming a client or coordinating catering. The next, you may be entering vendor bills in QuickBooks Online, organizing media invoices, updating HubSpot, or improving a process that has been quietly causing everyone grief.

In short: we are looking for someone who makes the agency easier to run.

What You’ll Do

Office Management

You will help create a professional, welcoming, organized office environment, the kind where people can find what they need, meetings start on time, and no one has to launch a search party for printer toner.

Responsibilities include:

1. Serve as the primary office manager and receptionist.
2. Welcome clients, visitors, vendors, and guests.
3. Answer incoming calls and route messages appropriately.
4. Manage mail, deliveries, and outgoing correspondence.
5. Coordinate calendars, meetings, conference rooms, and catering.
6. Order and maintain office, kitchen, and breakroom supplies.
7. Maintain office equipment and coordinate repairs or service as needed.
8. Coordinate employee recognition, flowers, birthdays, office events, and internal celebrations.
9. Help ensure the office feels organized, prepared, and professional.

Agency Operations

You will support the internal systems and processes that help the agency function day to day. Some of this work is visible. Some of it is behind the scenes. All of it matters.

Responsibilities include:

1. Support workflow across departments.
2. Coordinate with outside vendors, suppliers, and service providers.
3. Maintain HubSpot and internal reporting systems.
4. Assist with marketing portals, fulfillment sites, and other client or agency platforms.
5. Maintain accurate electronic job files using the agency software system.
6. Help organize internal documents, process records, and operational information.
7. Identify process improvements and cost-saving opportunities.
8. Help make agency operations more efficient, more consistent, and less dependent on tribal knowledge stored in someone’s head from 2019.

Accounting & Bookkeeping Support

You will provide light bookkeeping and accounting support using QuickBooks Online , helping ensure records are accurate, invoices are tracked, and the numbers do not wander off into the tall grass.

Responsibilities include:

1. Assist with daily bookkeeping in QuickBooks Online.
2. Enter vendor bills, purchase orders, and accounting transactions.
3. Match purchase orders with invoices.
4. Assist with accounts payable, vendor payments, and client billing.
5. Support accounts receivable tracking and follow-up.
6. Reconcile media invoices and company credit card statements.
7. Maintain accounting records and assist with month-end close.
8. Generate monthly and quarterly reports.
9. Help ensure billing and bookkeeping work is accurate, timely, and well documented.

Media & Client Billing Support

You will help support media and client billing documentation, making sure invoices, authorizations, purchase orders, and supporting details are organized and aligned.

Responsibilities include:

1. Enter media purchase orders and insertion orders.
2. Coordinate vendor invoices with media authorizations.
3. Maintain organized billing documentation.
4. Ensure media invoices are paid according to operating procedures.
5. Help track billing details so client service, media, and accounting teams have what they need.
6. Ask questions early when something looks incomplete, inconsistent, or suspiciously like a future billing headache.

What We’re Looking For

We are looking for someone who is dependable, organized, proactive, and comfortable being trusted with important details. This is not a “sit back and wait for instructions” role. This is a role for someone who sees what needs to be done, communicates clearly, follows through, and takes pride in helping the team operate well.

The right person will be able to shift between front-office professionalism, behind-the-scenes organization, and numbers-focused accuracy without losing the plot.

Qualifications include:

1. 3+ years of office management, bookkeeping, administrative, or operations experience.
2. QuickBooks Online experience preferred.
3. Strong Excel and Outlook skills.
4. Excellent communication and organizational skills.
5. Strong attention to detail.
6. Ability to manage multiple tasks, deadlines, and requests at once.
7. Comfort working with vendors, internal teams, leadership, and visitors.
8. Ability to handle confidential information with professionalism and discretion.
9. Experience in an advertising, marketing, professional services, or fast-paced office environment is a plus.
10. A strong sense of ownership and follow-through.
11. A practical, positive, solutions-oriented approach.
12. The ability to have fun with the team while knowing when it is time to buckle down and get the job done.

You’ll Be Successful If You Can

1. Keep office operations running smoothly.
2. Support agency partners, accounting, media, and client service teams.
3. Stay organized even when several people need several things at the same time.
4. Keep billing and bookkeeping details accurate and on schedule.
5. Maintain clean, useful records and electronic job files.
6. Communicate proactively before small issues become large scavenger hunts.
7. Improve processes when you see a better way to do something.
8. Bring calm, clarity, and follow-through to the workday.
9. Be the person who does not just say, “I’ll check on that,” but actually checks, solves, and closes the loop.

A Few Signs This Might Be a Great Fit

This role may be right for you if:

1. You like being the person who keeps things moving.
2. You enjoy making order out of operational spaghetti.
3. You can be friendly and welcoming while still protecting deadlines and details.
4. You notice when something is off, missing, late, unclear, or likely to become a problem.
5. You take ownership without needing applause, a marching band, or a formal decree.
6. You understand that “small team” means everyone’s work affects everyone else.
7. You are comfortable with a day that includes visitors, invoices, reports, supplies, vendors, meetings, software systems, and possibly cake for someone’s birthday.

Benefits

Benefits include:

1. Available health, dental, vision, and life insurance.
2. 401(k) plan.
3. Paid holidays.
4. Vacation and paid time off incentives.
5. A collaborative team environment.
6. Meaningful work that supports the people, systems, and client service behind the agency’s success.

How to Apply

Please submit your resume and cover letter to ***email_hidden***

In your cover letter, tell us what makes you good at keeping people, processes, and details organized. Bonus points if you can explain your relationship with spreadsheets without sounding like you are being held hostage by one.