Operations & Project Coordinator
The Operations & Project Coordinator ensures that projects, office operations, and administrative processes run smoothly across the agency. This position coordinates project schedules, client invoicing, office operations, vendors, facilities, and internal systems while serving as the primary point of contact for day-to-day operational needs.
The Operations & Project Coordinator works closely with company leadership, project teams, outsourced bookkeeping, IT providers, and external vendors to ensure projects move efficiently and internal operations remain organized.
Education & Experience
· Bachelor's degree required.
· 3–7 years of experience in project coordination, agency operations, office management, or administrative leadership.
· Experience in a marketing, creative, or professional services environment is preferred.
Attributes
· Exceptional organizational and time management skills
· Excellent written and verbal communication
· Strong attention to detail
· Ability to manage multiple priorities simultaneously
· Comfortable using project management software
· Process-oriented mindset
· Service-oriented approach
· Proactive problem solver
Reports To
· President
Primary ResponsibilitiesProject Management (60%)
· Coordinate all active projects and production schedules.
· Monitor project timelines, deadlines, and milestones.
· Facilitate communication between account management, creative, and production teams.
· Maintain project management software and project records.
· Coordinate project closeouts and customer invoicing.
· Track workload and resource allocation.
· Maintain production scorecards and generate reports.
Office Operations & Facilities (40%)
· Manage day-to-day office operations.
· Coordinate office vendors, maintenance, and supplies.
· Assist with planning team events and celebrations.
· Support recruiting logistics with interview scheduling and candidate communication.
· Maintain operational systems and documentation.
· General administrative responsibilities.
Success in this Role
· Schedules team production work.
· Keeps projects on schedule.
· Creates a well-organized office environment.
· Builds positive relationships with employees, clients, and vendors.
· Continuously improves operational processes.
Pay: $50,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- office admin/project coordination: 3 years (Required)
- complex software systems: 3 years (Required)
Ability to Commute:
- San Antonio, TX 78210 (Required)
Work Location: In person
