Program Operations Coordinator

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

📋 Description

• Initiate and oversee client lead generation initiatives, ensuring precise setup, configuration, and prompt execution.

• Assess pacing and performance to guarantee the achievement of program goals, timelines, and deliverables.

• Monitor operating costs and margins, providing regular updates to leadership.

• Assist with quality control by reviewing lead delivery, asset readiness, targeting specifications, and program particulars.

• Manage the fulfillment of unique campaign requirements, including advanced targeting, custom delivery necessities, and other client-specific needs.

• Keep thorough documentation regarding program requirements, handoffs, workflows, and recurring processes.

• Aid the direct sales team by evaluating RFP requests and preparing precise quote inputs based on program needs, targeting specifications, available inventory, and operational viability.

• Collaborate with Sales, Client Success, Operations, and other internal teams to clarify requirements and pinpoint potential delivery risks prior to finalizing quotes.

• Ensure that RFP responses and quote recommendations reflect realistic execution assumptions, pricing inputs, and fulfillment expectations.

• Maintain organized records of quote assumptions, requirements, approvals, and handoff specifics.

• Identify gaps or risks in RFP requests that could impact delivery timelines, targeting feasibility, or program execution.

• Contribute to enhancing the RFP quoting process through clearer templates, intake requirements, documentation, and communication.

• Generate daily and weekly reports on key program metrics, emphasizing trends, risks, and areas for improvement.

• Aggregate, reconcile, and report monthly billing data for ongoing external relationships.

• Work in conjunction with Finance and other stakeholders to ensure accurate and timely invoicing.

• Leverage performance and financial data to spot opportunities for increased efficiency, profitability, and delivery quality.

• Assist in maintaining reporting processes that minimize manual work and enhance visibility into program performance.

• Act as the primary point of contact for internal teams and external partners regarding assigned programs.

• Provide timely updates, recommendations, and risk notifications to stakeholders.

• Communicate effectively across teams by translating program details into actionable updates.

• Document decisions, clarify ownership, and follow up on outstanding items.

• Help reduce ambiguity by keeping stakeholders aligned on requirements, timelines, and next steps.

• Support onboarding for new external relationships, ensuring a seamless transition into active programs.

• Coordinate kickoff communications, set expectations, and confirm that required documentation and access are established.

• Develop and sustain strong working relationships with program stakeholders.

• Identify and address potential issues early to prevent disruptions.

• Contribute to improving onboarding documentation, templates, and repeatable workflows.

• Evaluate execution workflows, tools, and documentation to uncover gaps and improvement opportunities.

• Suggest practical enhancements that support scalability, delivery quality, and margin growth.

• Aid process improvement initiatives by documenting workflows, identifying recurring issues, and recommending updates to templates, handoffs, and team processes.

• Enhance the Operations team's efficiency by reducing manual effort, improving visibility, and establishing more consistent management of recurring tasks.

• Share process updates, documentation, and workflow best practices with peers to foster consistent execution across the team.

⛳️ Requirements

• A Bachelor’s degree in marketing, communications, business, or a related field, or equivalent professional experience, along with 3+ years of experience in program coordination, operations, campaign management, media operations, sales support, or a comparable role.

• Exceptional organizational skills, capable of managing multiple programs, deadlines, requirements, and stakeholder needs concurrently.

• Outstanding written and verbal communication skills, with the ability to clarify requirements, document decisions, provide clear updates, and follow up consistently.

• High attention to detail when reviewing campaign requirements, quote inputs, reporting data, billing details, and delivery expectations.

• Strong analytical and problem-solving capabilities, with the ability to interpret performance data, identify risks, and recommend practical improvements.

• Experience in documenting processes, enhancing workflows, creating templates, or assisting teams in minimizing manual work.

• Comfortable working cross-functionally with Sales, Client Success, Finance, Operations, and external partners.

• Ability to work independently with general direction, exercise sound judgment, and appropriately escalate risks or blockers.

• Familiarity with digital marketing, lead generation, campaign tracking, CRM systems, reporting tools, or RFP workflows is preferred.

• Must possess a functional laptop/PC and internet access with a backup connection.

• An agile professional who thrives in a fast-paced environment and adeptly pivots strategies to meet business needs.

🏝️ Benefits

• Career Growth: Advance with mentorship programs, leadership academies, and opportunities to influence company culture and DEI initiatives.

• Flex Fridays: Adjust your 40-hour work week to enjoy a full or half day off on Fridays.

• Remote-First Culture: Work from the comfort of your home.

• Paid Time Off: Enjoy 14 days of annual paid time off, in addition to all regular Philippine government-declared holidays to relax and recharge. Plus 5 additional days after 1 year.

• Comprehensive Coverage: Full enrollment in Philippine statutory benefits: SSS, PhilHealth, and HDMF.

• Healthcare: Corporate HMO Plan for all full-time PH employees after two months of tenure.

• De Minimis Allowance: Receive a monthly rice subsidy, adhering to government guidelines.

• Wellness Perks: Access the Headspace app to support your well-being.

• Speaker Series Bonus: Present in our monthly speaker series and receive a bonus.