Operations Coordinator (Hybrid) - Miami, FL

Greenhouse Agency•Miami, FL

1d•$50,000 - $60,000•Hybrid

About The Position

The Operations Coordinator plays a critical role in ensuring the smooth, consistent execution of day-to-day agency operations. Based in our Miami HQ (hybrid), this role partners closely with the Operations Manager and cross-functional teams to maintain structure, visibility, and operational excellence across the organization. This position is ideal for someone who thrives in organized, fast-paced environments and enjoys bringing clarity to processes, systems, and vendor workflows. The Operations Coordinator is execution-focused — responsible for implementing, documenting, and maintaining the operational infrastructure that enables the agency to scale efficiently and sustainably.

Requirements

2–4 years of experience in operations coordination, agency operations, project coordination, or administrative operations support.
Strong organizational skills with exceptional attention to detail and follow-through.
Experience managing documentation, structured workflows, and system tracking.
Comfortable working cross-functionally with HR, Finance, Creative, Account, and IT teams.
Ability to thrive in dynamic, evolving environments — bringing structure and clarity amid ambiguity.
Proactive, solution-oriented mindset with a strong sense of ownership and accountability.

Nice To Haves

Experience with workflow management tools (e.g., Monday.com) preferred.

Responsibilities

Oversee daily office and operational workflows to ensure shared spaces, equipment, administrative processes, and internal systems remain organized and efficient.
Serve as a central point of contact for internal operational inquiries and support requests.
Manage vendor relationships and oversight, including tracking contracts, renewals, invoices, onboarding/offboarding tasks, and documentation.
Monitor vendor and operational budgets to support financial alignment and accountability.
Administer internal systems and tools, including user access management, license audits, and utilization tracking.
Ensure governance, visibility, and consistency across platforms.
Own and manage Monday.com, including workflow optimization, board maintenance, reporting, and team training to drive adoption and operational efficiency.
Maintain and update SOPs, playbooks, and operational documentation to ensure clarity and accessibility.
Develop and manage agency-wide Word and PowerPoint templates with strong version control and brand consistency.
Partner with Creative, Account, Finance, HR, IT, and Leadership to support smooth coordination and timely resolution of operational needs.
Assist with strategic initiatives, change management efforts, operational improvements, and priority projects led by the Operations Manager and executive leadership.