Sr. Operations Coordinator

MAS

3d•Remote

About The Position

MAS relentlessly pursues innovations and solutions that WOW to make lasting impressions for your brand. It’s the carefully considered colorful stage, content that teases new products and delights the viewer, that virtual platform that makes you feel like you are in the room together, and a customized pizza arriving at your door just in time for the show (seriously). We are obsessed with delivering MORE impactful and MORE magical moments that drop jaws, leave guests ecstatic, and give your brand the spotlight it deserves. We are seeking an enthusiastic Sr. Operations Coordinator who is passionate about business administration and the live events industry. The ideal candidate has a keen eye for detail, a strong sense of organization, and a production and vendor management background. You will have a unique opportunity to collaborate with a dynamic team that supports the agency's web of communication and operational needs. This role is perfect for someone eager to create agency-wide improvements and contribute to a collaborative environment.

Requirements

BA degree required, preferably in Business Administration, Event Management, or a related field.
Advanced proficiency in Google Workspace (Sheets, Slides, Docs) and project management platforms like Monday.com. You are a power user comfortable with complex functions and data organization in Sheets, and you are adept at building polished presentation decks for company all-hands meetings.
Proven experience tracking budgets and managing financial documentation (invoices, reconciliations) with a high degree of accuracy.
Strong troubleshooting skills; you can identify a technical or logistical bottleneck and resolve it independently.
Strong writing and reporting skills; capable of drafting clear, concise reports and professional correspondence.
Proven experience tracking expenses, managing financial documentation, and adhering to budget constraints.
A proactive "self-starter" motivated to learn independently, consistently producing high-quality work with minimal supervision.
Strong collaboration skills and a positive, professional demeanor. You maintain a constructive attitude in all interactions and contribute to a cooperative work environment.
A "no task too small" attitude and the willingness to jump into tasks and pivot between high-level project coordination and hands-on logistical support.
Exhibits strong critical thinking and analytical skills to assess operational challenges.
Ability to gather, organize, and interpret data to deliver actionable insights for Management, supporting strategic planning and operational efficiency.
Clear and effective communicator who is comfortable presenting to both small groups and agency-wide settings.
Expert at prioritizing and managing workloads across concurrent projects and assignments.
Maintains a high level of confidentiality and professionalism when handling sensitive financial data, candidate information, and budget constraints.
Ability to foster productive, accountable relationships and effective communication both cross-departmentally and with external vendor partners.
Strong research skills to identify potential vendor partners, improve best practices, and enhance internal operations.
Proactive problem-solver who embraces complex challenges and partners with colleagues to achieve impactful solutions.
Models ethical behavior and integrity in alignment with MAS values, ensuring trust and accountability in all aspects of work.

Nice To Haves

Hands-on experience in live events or experiential marketing is a plus. You should intuitively understand the specific needs of a production team.

Responsibilities

Act as the first point of contact for new hires and freelancers, explaining the agency's processes and ensuring they understand "how we work."
Assist the Resource Manager with recruitment workflows, including scheduling screenings and managing the "hand-off" from candidate to new hire.
Support the Sr. Operations Manager through the contracting process, including sending offers, processing paperwork, and communicating next steps.
Facilitate the end-to-end setup for new team members, including scheduling and conducting orientations, providing access to trade accounts, and liaising with IT to ensure all accounts are active.
Provide ongoing support for freelancers, including troubleshooting account access, tool permissions, and general agency navigation.
Serve as the primary point of contact for agency warehouses; manage the partnership to ensure off-site storage aligns with current project needs.
Conduct periodic audits of warehouse inventory to maintain an accurate baseline; identify opportunities to reduce the overall warehouse footprint.
Oversee team access to business accounts (Amazon, FedEx, etc.) and manage/create trade accounts with retailers as needed.
Work as part of a team to support logistical planning and on-site execution for the annual internal offsite, managing everything from sourcing/research and purchasing, to team comms and vendor tracking.
Source, assemble, and distribute internal team swag and client holiday gifts, ensuring brand standards are met.
Maintain and update internal trackers and folders, ensuring data is organized and formulas are functioning correctly.
Build and manage boards within Monday.com and spreadsheets to ensure operational tasks and team requests are tracked from start to finish.
Create and design presentation decks for agency-wide orientations, offsite planning updates, and standing company all-hands
Track costs for internal projects (like the annual offsite) and assist the Operations Manager with invoice reconciliations.

Benefits

Temp to full-time hire position
Opportunities for growth and development
Health & Dental Insurance (choice of plans)
100% Employer paid short-term disability and life insurance
Opportunity to elect additional life insurance and LTD insurance at employee expense
Paid parental leave
Opportunity to contribute pre-tax dollars to flexible spending accounts
401(K) with employer match
Flexibility in work schedules
Generous time off