Operations & Project Coordinator

The Story House is a modern media and content company focused on podcasts, branded storytelling, digital content production, and creative operations.

We are looking for a highly organized and process-driven Operations & Project Coordinator to manage daily workflows, project timelines, shoot schedules, vendor coordination, documentation, and internal systems across the company.

This person will play a key role in ensuring projects move smoothly across teams and deadlines are consistently met.

Key Responsibilities

• Maintain project trackers across podcasts, digital IPs, studio operations, and client work
• Coordinate shoot schedules, guest timings, and internal calendars
• Follow up with editors, designers, videographers, and social media teams
• Maintain vendor, equipment, and purchase trackers
• Coordinate invoices, receipts, and basic finance documentation
• Prepare weekly project and status reports
• Organize folder structures and internal file management
• Track deadlines, approvals, revisions, and pending tasks
• Support onboarding of freelancers and new hires
• Coordinate with HR, vendors, consultants, and partners
• Maintain meeting notes, action points, and follow-up lists
• Ensure workflows and internal processes are consistently followed
• Support office/studio organization and logistics
• Assist with procurement, admin, and operational coordination

Requirements

• 2–4 years of experience in operations, project coordination, production coordination, agency coordination, admin, startup operations, or client servicing
• Strong organization and follow-up skills
• Excellent written and verbal communication
• Comfortable managing spreadsheets and project management systems
• Ability to manage multiple projects and moving parts simultaneously
• Calm, reliable, and process-oriented under pressure
• Strong attention to detail and documentation habits
• Basic understanding of finance/admin coordination
• Comfortable working in fast-paced startup environments

Preferred Tools & Platforms

• Google Sheets
• Google Drive
• Notion
• ClickUp
• Trello
• WhatsApp
• Zoho Books (basic knowledge is a plus)
• QuickBooks (basic knowledge is a plus)
• Calendar and scheduling tools

Portfolio / Work Sample Requirements

Applicants should include:

• Previous coordination or operations experience
• Examples of systems, trackers, or workflows managed
• Experience coordinating with teams, vendors, or clients

Suggested Trial Task

Shortlisted candidates may be asked to complete a short assignment including:

• A weekly production tracker for podcast + social media content
• A shoot-day operations checklist
• A sample vendor/payment tracker
• A sample meeting notes and action-point format

Assessment will focus on:

• Organization and systems thinking
• Attention to detail
• Communication and follow-up ability
• Workflow management
• Reliability and operational clarity

Work Location: In person