Operations & Automation Coordinator

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Oversee and manage shared agency email communications, crafting customized responses to routine and complex inquiries in accordance with established brand guidelines.

• Identify and flag urgent brand partnership opportunities and essential commercial correspondence.

• Organize executive calendars, meeting links, reminders, and appointments across UK and SA time zones.

• Develop and uphold a systematic approach to inbox labeling, archiving, and digital filing practices.

• Execute comprehensive market research on brands, PR agencies, and media planners to pinpoint commercial partnership, event, and gifting prospects.

• Create, validate, and sustain outreach databases that include complete contact information, roles, and corporate details.

• Manage approved introductory campaign outreach emails and monitor response rates and follow-up actions.

• Assist in the compilation of talent profiles, rate sheets, and media kits for potential commercial partners.

• Keep live tracking registers for campaign milestones, deliverables, contractual dates, and subsequent actions.

• Monitor deliverables against deadlines and follow up on pending contracts, content approvals, and proof-of-performance assets.

• Maintain an up-to-date central repository of talent information, bios, and compliance documents.

• Draft campaign invoices with accurate purchase order numbers, billing information, and payment terms.

• Track invoice spreadsheets, oversee settlement dates, and send approved payment reminders for overdue amounts.

• Gather receipts, supplier invoices, and necessary financial documentation for the finance team.

• Oversee and manage the central Google Drive structure, folders, and shared file organization.

• Establish standard operating procedures (SOPs), process checklists, and shared operational records.

• Incorporate AI workflows and automation tools to enhance the efficiency of recurring administrative tasks.

• Coordinate talent gifting initiatives and relationship-management timelines within set budgets.

⛳️ Requirements

• Demonstrated experience providing virtual assistant, executive support, operational, or administrative services in a digital and fast-paced environment.

• Experience in talent management, PR, influencer marketing, or creative agencies is highly preferred.

• Proficient in Google Workspace, including Gmail, Google Drive, Google Sheets, and Google Calendar.

• Familiarity with workflow and tracking tools like Trello, Asana, or similar platforms.

• Working knowledge of Xero or comparable accounting software is a plus.

• Basic understanding of design tools, such as Canva, is advantageous.

• Practical experience with generative AI tools like ChatGPT to streamline daily administrative tasks.

• Exceptional written and verbal English communication skills tailored for UK commercial audiences.

• Complete discretion regarding non-disclosure agreements, commercial contract figures, and talent confidentiality.

• Availability to work 20–26 hours per week.

🏝️ Benefits

• Remote, flexible working opportunity.