Operations Coordinator

Company: Black Digital
Location: Remote
Position Type: Part-Time, Independent Contractor (Contract-to-Hire)
Compensation: $12–$16 USD per hour, based on experience
Hours: 20–25 hours per week, with availability during agreed U.S. Eastern business hours

About Black Digital

Black Digital is a full-service digital marketing and creative agency specializing in branding, digital marketing, creative campaigns, website development, and strategic communications.

About the Role

We are seeking a highly organized, proactive Operations Coordinator to support the day-to-day administrative and operational needs of our agency.

The ideal candidate is resourceful, detail-oriented, comfortable managing multiple priorities, and capable of independently following through on assignments. This role will work closely with agency leadership, internal team members, and external accounting partners to keep operations organized and efficient.

We're looking for someone who takes ownership of getting things done, not just tracking what's pending.

Key Responsibilities

Operations \& Administrative Support

• Maintain internal workflows, recurring tasks, deadlines, and follow-ups in Monday.com.
• Coordinate calendars, meetings, approvals, and administrative requests.
• Maintain organized company files, internal documents, forms, trackers, and SOPs.
• Track software subscriptions, vendor contracts, renewals, and administrative deadlines.

HR \& Contractor Administration

• Coordinate employee and contractor onboarding and offboarding.
• Collect and organize contractor agreements, employment documents, and other required records.
• Prepare standard agreements using approved templates and coordinate electronic signatures.
• Maintain accurate, confidential personnel and contractor documentation.

Finance Administration

• Monitor employee and contractor time tracking compliance in Clockify.
• Collect invoices, receipts, and other documentation for the outsourced accounting team.
• Track outstanding invoices, payment statuses, and accounts receivable follow-ups.
• Coordinate administrative finance requests with external accounting partners.

Executive \& Business Support

• Assist agency leadership with scheduling, meeting preparation, approvals, and follow-ups.
• Track outstanding decisions and ensure administrative tasks are completed.
• Support recruitment coordination, interview scheduling, and candidate communications.
• As capacity allows, maintain CRM records, organize prospect information, and assist with standard proposal materials.
• Identify opportunities to improve workflows using automation and AI tools.

Additional Responsibilities: Perform other duties and support related projects as needed, consistent with the scope of the role, agreed working hours, and business priorities.

Required Qualifications

• 3+ years of experience in operations coordination, administrative operations, executive assistance, or a similar role.
• Proficiency with Google Workspace, Monday.com, and Slack is required.
• Excellent written and verbal English communication skills.
• Strong organizational skills and experience managing competing priorities.
• Demonstrated ability to work independently, solve problems, and follow through without constant supervision.
• Experience handling confidential employee, financial, and contractual information.
• Strong attention to detail and accuracy in documentation and administrative processes.
• Availability for scheduled internal meetings and agreed working hours overlapping U.S. Eastern Time.

Preferred Qualifications

• Experience supporting a U.S.-based company, marketing agency, or professional services business.
• Familiarity with Clockify, electronic signature platforms, and CRM systems.
• Experience using ChatGPT or other AI platforms to streamline administrative workflows.
• Basic understanding of finance administration, invoicing, and contractor management.

What Success Looks Like

• Internal operational tasks are completed accurately and on time.
• Administrative workflows are organized and consistently maintained.
• Outstanding requests and approvals are proactively followed up on.
• Employee and contractor documentation is accurate, complete, and confidential.
• Finance administration and documentation flow smoothly between internal teams and external accounting partners.
• Agency leadership spends less time managing routine administrative work.

How to Apply

To be considered, please email the following to hello@blackdigitalgroup.com:

• Your current resume.
• A brief explanation of your relevant operations experience, including your experience with Google Workspace, Monday.com, and Slack.
• Your current location, availability during U.S. Eastern business hours, and desired hourly rate in USD.

Subject Line: Operations Coordinator Application – [Your Name]

All requested materials are required for consideration.

Shortlisted candidates may be asked to complete a paid practical assessment.

Pay: $12.00 - $16.00 per hour

Expected hours: 20.0 – 25.0 per week

Work Location: Remote