Operations & Client Success Coordinator

Role Summary: The Operations & Client Success Coordinator works directly under our COO to support the internal systems, client relationships, and daily functions that keep our agency running. This is an entry-level operations role — not a traditional administrative position. You'll be on the front lines of client communication, workflow organization, and process execution, with real visibility into how a growing marketing agency operates. The ideal candidate is organized, eager to learn, and genuinely interested in business operations. You must be comfortable answering phones daily and communicating with clients — this is a core part of the role.

We are looking for a candidate with a customer service skill set. Must have experience with and enjoy answering daily phone calls from clients.

Responsibilities:

1. Client Communication, Support, and Account Managment

• Answer inbound client calls and connect them with the appropriate team member
• Make outbound calls to clients and partners as needed
• Monitor, parse, and respond to client emails
• Answer general client questions regarding scope of work, timelines, and our processes
• Coordinate with internal teams to resolve client concerns quickly
• Log client interactions and monitor for follow-ups
• Attend internal and external meetings; take notes and send follow-up emails
• Create and assign tasks in project management software when clients make requests (website edits, social posts, meeting bookings, etc.)

2. Workflow & Systems Organization

• Ensure no overdue tasks exist within our project management software
• Organize tasks, tags, assignees, lists, and custom fields across projects
• Keep client delegation documentation accurate and up to date
• Update and maintain SOP documentation under the direction of leadership
• Assist with organizing and maintaining CRM records (labels, contact info, industry tags, etc.)
• Offboard accounts and complete quarterly organization projects
• Review team calendars and flag conflicts
• Working with and following up on internal team members where appropriate to ensure things are not falling through the cracks - escalating to executive team as needed

3. Operations & Billing Support

• Assist with billing audits and checks
• Clean and organize products within credit card processors
• Assist with consolidating and offboarding credit card processors
• Create and track manual invoices
• Compile and organize reports for management review
• Build templates for frequently used documents and emails
• Assist with logistics for company events and conferences
• Support any additional tasks that improve company operations and efficiency

Requirements:

• Minimum 2 years in customer service, administrative support, project coordination, or a related role
• Strong written and verbal communication skills
• Comfortable answering phones daily — this is a core expectation of the role
• Proficiency in CRM tools (HubSpot), project management software (ClickUp), and strong general organizational skills
• Experience in marketing or a related field is a plus
• Bachelor's degree preferred but not required

Compensation & Benefits:

• Hourly Rate: $19/hour.
• Raises and Bonuses: Revisited quarterly based on measurable performance improvements. Not guaranteed.
• Schedule: Full-time, hourly.
• Monday - Friday, 8am - 5pm
• Benefits: 401K (1:1 up to 3% match - option for 3.5% match on 4% contribution, after 1 year of employment), Vision Insurance, Dental Insurance, Health Insurance, 80 Hours of PTO per year, and more.

We promote from within. This role sits at the heart of our operations and is designed as a launchpad for candidates looking to build a long-term career in operations, HR, or business administration.

Job Type: Full-time

Pay: From $19.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) 3% Match
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• Work from home

Work Location: Hybrid remote in Tampa, FL 33602