Operations Coordinator

Full-time, 9 - 5 EST regular office hours, with room for flexibility

Hybrid office setting (computer will be provided) with 2 days per week in-person at our office downtown

Competitive salary aligned with your experience and qualifications + benefits incl. health spending account

Titan ONE is an equal opportunity employer

Titan ONE is looking to find a passionate Operations Coordinator to help keep our agency running smoothly.

Role Overview

As Titan ONE’s Operations Coordinator, you are a highly organized, detail-oriented professional who acts as the backbone of the agency's day-to-day operations. In this role, you ensure that everything behind the scenes runs smoothly so creative teams, account managers, and leadership can focus on delivering client results.

The ideal Operations Coordinator for Titan ONE is organized, financially savvy, and tech-competent. They can seamlessly manage the office's day-to-day operations while handling the additional complexities of agency budgeting, invoicing, and vendor coordination. Experience in the advertising/creative industry will help them quickly adapt to the fast-paced and dynamic nature of agency life.

How You Contribute to Titan ONE:

Efficiency: Ensure that logistical, operational, and financial tasks are handled seamlessly, allowing the creative and account teams to focus on their work.

Cost Management: Help monitor project budgets and expenses, reducing the risk of overages and ensuring profitability.

Client Confidence: Maintain accurate and professional financial records, ensuring invoices are sent on time and reflect planned costs.

Team Morale: Support the team by providing a stable, well-organized work environment, both the physical in-office space and the digital ecosystem, improving overall productivity and satisfaction.

Key Responsibilities:

As Operations Coordinator, you are the dependable multitasker who keeps everything on track behind the scenes. You are essential for creating stability in our fast-paced, ever-changing agency environment. Areas of responsibility include:

Office Administration

Managing office supplies, vendor relationships, and maintenance.
Organizing team events and maintaining a positive work environment.

Financial Support

Reviewing and reconciling invoices from vendors and subcontractors.
Assisting with budget tracking for client projects and ensuring time/expenses align with forecasts.
Supporting the bookkeeping team in preparing and sending client invoices.

Project Coordination

Monitoring project timelines and ensuring resources (time, budget, personnel) are allocated effectively.
Helping account managers track billable hours and project costs.

Operational Improvements

Streamlining processes to improve efficiency (e.g., automating repetitive tasks).
Developing better systems for tracking budgets, schedules, and invoices.

Communication

Acting as a point of contact for operational inquiries, both internally and externally.
Ensuring smooth collaboration between teams, vendors, and clients.

Essential Qualifications:

Education

Bachelor’s degree in business administration, communications, finance, or a related field.
Equivalent work experience may substitute for formal education.

Experience

2–4 years of experience in a similar role, preferably in a marketing, advertising, or creative agency.
Experience with project coordination, budgeting, or financial processes is highly valued.
Knowledge of basic bookkeeping principles or prior experience working with a bookkeeping or accounting team.
Familiarity with agency workflows and vendor relationships is a plus.
Familiarity with agency-specific tools like HubSpot and Monday.com (not mandatory but a bonus).

Certifications (Optional but Beneficial)

Certification in financial systems (e.g., QuickBooks Certification).
Advanced Google Workspace and Excel training or other data management courses.

Skills:

Organizational and Time Management:

Proven ability to manage multiple tasks and prioritize effectively.
Strong attention to detail to ensure accuracy in financial and operational tasks.

Financial Acumen:

Basic understanding of budgets, invoicing, and financial reconciliation.
Experience using accounting or expense management tools (e.g., QuickBooks, Xero).

Tech Proficiency:

Comfortable with Microsoft Office Suite, especially Excel.
Familiarity with project management tools like Monday.com, Asana, or Trello.
Knowledge of time-tracking tools (e.g., Harvest) and CRM platforms (e.g., HubSpot).

Problem-Solving:

Ability to think critically and proactively address challenges.
Capable of improving workflows and introducing efficiencies.

Communication:

Excellent written and verbal communication skills.
Professional and personable, with experience in liaising with vendors, clients, and internal teams.

Team Collaboration:

Works well with cross-functional teams, including finance, creative, and accounts.
Experience supporting leadership or working closely with senior team members.

Attributes:

Self-starter with the ability to work independently while managing multiple responsibilities.

Flexible and adaptable to shifting priorities in a fast-paced environment.

Strong ethical standards and ability to maintain confidentiality with financial and personnel matters.

A Day in the Life of an Operations Coordinator at Titan ONE:

8:30 AM – Starting the Day

Grab a coffee and check your email for any updates from the team or vendors.
Review the schedule for the day, including meetings with the Senior Leadership Team (SLT) and project leads.
Respond to a quick question from a freelancer about an upcoming payment and ensure it's flagged in the system.

9:00 AM – Weekly Budget Check-In

Meet with the Managing Director and Account Managers to review project budgets and resource allocation.
Confirm that all tracked hours and expenses are aligned with estimates.
Note any potential overages and flag them for follow-up.

10:00 AM – Vendor Coordination

Receive an invoice from a subcontractor. Double-check it against the project agreement to ensure rates and deliverables match.
Work with the bookkeeping team to process the invoice and schedule payment.

11:00 AM – Operational Housekeeping

Order office snacks and coordinate a maintenance visit for the window blinds that are sticking.
Start prepping the next team culture activity, looking for venues and setting up a budget.
Schedule a team-building lunch next week to celebrate a successful project launch.
Update Monday.com with the latest task progress and ensure all team members are on track with deadlines.

12:30 PM – Lunch Break

Step out for lunch or catch up with colleagues in the office kitchen.

1:30 PM – Invoicing Prep

Work with the bookkeeping team to ensure all client invoices are prepared and ready to send.
Double-check billing details for accuracy, ensuring all time and expenses are captured.
Coordinate with Account Managers to answer any last-minute client questions before sending the invoices.

3:00 PM – Internal Projects

Update the office budget tracker and analyze where adjustments may be needed for next quarter.
Collaborate with the Head of Strategy to streamline a new expense-tracking workflow for projects.

4:00 PM – Team Communication

Join a quick call with the creative team to confirm timelines for an upcoming campaign.
Ensure all resources (e.g., freelancers, software) are lined up to support the work.
Send a summary email to the SLT about outstanding tasks and key updates for the week.

5:00 PM – Wrapping Up

Review your to-do list for tomorrow, ensuring any priority tasks are highlighted.
Log off with the satisfaction of knowing you kept the agency running smoothly, finances in check, and the team supported!

Why Join Us?

Opportunity to work with a diverse clientele across various industries.
A creative, collaborative work environment that values innovation and creativity.
Comprehensive benefits package including health, dental, and vision insurance.
Professional development opportunities to advance your career.
Flexible work arrangements to support work-life balance.

Think we might be a fit? Fantastic.

Please send your CV and specifics about your capabilities and experience to apply@titan-one.co with the subject line: Application for Operations Coordinator. Feel free to tell us a bit more about yourself and what you're looking for in the evolution of your career.

We're looking forward to meeting you!

Application Deadline: January 15, 2024

We are committed to creating a diverse environment and are proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

About Titan ONE

Based in Toronto, we are a strategic marketing agency serving clients throughout North America. Our mission is to craft distinctive, high-impact brand and go-to-market strategies that resonate. With an unwavering commitment to creativity, innovation, and precision, we deliver exceptional results that fuel growth and elevate brand visibility. Our team consists of passionate, dynamic professionals who are dedicated to pushing boundaries and reshaping the brand and digital marketing landscape.