Job Description

Job Description

We are a well-established and fast-growing U.S.-based digital marketing agency located in West Hills, California. Our clients include attorneys, doctors, and other high-level professionals. We are looking for a reliable, detail-oriented, and highly organized Operations & Project Coordinator to join our team in-person.

This is a key operational role for someone who thrives on structure, enjoys creating systems that drive results, and wants to be part of a company where their work directly impacts the success and growth of the business.

The ideal candidate is not only dependable and efficient but also proactive, independent, and eager to grow. If you are someone who enjoys solving problems, improving workflows, and taking ownership of results, you’ll thrive in this role.

You will be responsible for coordinating and managing all operational workflows tied to client onboarding, project execution, technician coordination, sales support, and internal communications. Every new client order must be accurately entered into our tracking platforms (Asana or ClickUp), assigned to the appropriate technicians, and monitored for timely delivery. You will track what clients need to provide us, what we owe them, and ensure that nothing falls through the cracks.

You’ll serve as the go-to person for making sure that all communication between sales, operations, and technical staff is organized and acted upon. You’ll also be tasked with monitoring payment status, resolving payment issues, and managing daily operational requests coming in through our centralized support inbox (Front App). This includes supporting salespeople with lead assignments, updating them on campaign statuses, and providing access to the internal resources they need.

You’ll help keep internal SOPs, data sheets, marketing assets, scheduling links, and contract renewal calendars up to date. You’ll also assist with onboarding new hires, setting up their tools and accounts, and coordinating trial tasks. You will report directly to management with weekly updates on project statuses, operational bottlenecks, and areas for improvement.

• Prior experience in operations, executive assistance, or project coordination
• Comfortable working with salespeople and professional clients (lawyers, doctors, etc.)
• Well-spoken with strong written and verbal communication skills
• Able to work across departments and handle multiple priorities simultaneously

Familiar with the following platforms and tools:

• Asana or ClickUp
• Microsoft Office Suite and Google Workspace
• Outlook, Front App, and Zoho Cliq
• QuickBooks, GHL (GoHighLevel), and GHL Invoicing
• Zapier and Make (Integromat)
• Extremely organized and disciplined with follow-through
• Self-directed, proactive, and not dependent on micromanagement
• Comfortable in a fast-paced environment where priorities shift
• Motivated to grow with the company and contribute meaningfully to operations
  

You are the central point of organization and operational control within the company. You ensure that all client projects are moving forward, team members are supported and accountable, salespeople have what they need to close or upsell deals, and clients receive what they’re promised. Nothing gets lost, missed, or delayed under your watch.

Your contributions are directly tied to the success of our service delivery and our ability to scale. We want someone who sees this role as an opportunity to grow with us, leave their mark, and be an integral part of our continued success.

To apply submit your resume and introductory recording to [email protected]

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