Operations Coordinator

About the role

FWD People is a full-service marketing agency focusing on the human and animal health sectors. We are looking for an Operations Coordinator to join our growing business operations team. The role reports directly to the Operations Director.

Responsibilities

• Systems & tools administration
• Help keep our operational platforms accurate, organized, and usable for the team — including project management, HR, and finance tools.
• Onboarding & offboarding coordination
• Support the logistics of bringing on (and parting with) employees, contractors, and freelancers, ensuring a smooth experience from paperwork to system access.
• Scheduling & calendar support
• Cook up meetings, interviews, and cross-functional touchpoints across the ops team and with external partners.
• Documentation & knowledge management
• Maintain repositories of job descriptions, SOPs, and process documentation so the team always has a clear source of truth.
• Vendor coordination
• Serve as a point of contact for vendor communications, renewals, and account logistics.
• Event & retreat logistics
• Support planning and execution for team retreats, offsites, and in-office gatherings — from RSVPs to on-the-ground details.
• Expense & spend support
• Aid with day-to-day administration of company spend tools and partner with Finance on routine clean-up and reporting.
• Office & workspace support
• Help keep our Brooklyn Heights office running smoothly and ready for hybrid days.
• Cross-functional project support
• Jump in on ad-hoc projects across Finance, People, Resource Management, Talent, and IT — wherever an organized set of hands moves the work forward.
• Process improvement
• Notice friction points in how we work and bring forward ideas to make our operations clearer, faster, and more sustainable as we grow.

Requirements

• A bachelor's degree, or equivalent early-career experience (internships, part-time roles, or relevant coursework count).
• You're deeply organized. You naturally make checklists, track follow-ups, and close loops. People notice that things don't fall through the cracks when you're involved.
• You have sharp attention to detail. You catch the small inconsistencies others miss and care about getting the details right — because you know they add up.
• You're curious and quick to learn new tools. You don't need to know our specific systems on day one, but you pick up new platforms quickly and aren't intimidated by unfamiliar software.
• You're a clear, thoughtful communicator. You write emails and Slack messages people actually want to read — concise, warm, and easy to act on. You follow up without being asked.
• You bring a service mindset. You take pride in being someone teammates can rely on, and you find satisfaction in helping others do their best work.
• You exercise discretion and judgment. You'll work alongside sensitive HR, finance, and contractor information, and you treat it with the care it deserves.
• You're proactive. You spot what needs doing and start moving before you're asked. When you don't know the answer, you ask the right question.
• You stay calm in motion. Agency life moves fast and priorities shift — you find your footing quickly and don't let urgency rattle the quality of your work.
• You're a team-first contributor. You take ownership without ego, give credit generously, and bring positive energy to the work.
• You enjoy bringing order to complexity. You like understanding how the moving parts of a business connect, and you take pride in making things run smoothly behind the scenes.

Qualifications

• Experience in a similar role or relevant coursework.
• Strong organizational and attention to detail skills.
• Ability to learn and adapt to new systems quickly.
• Excellent communication and interpersonal skills.
• Proactive and detail-oriented approach to tasks.
• Ability to handle sensitive information with discretion.
• Ability to manage multiple tasks and prioritize effectively.

Skills

• Project management
• HR processes
• Finance systems
• Vendor management
• Event planning
• Expense tracking
• Office management
• Collaboration and teamwork
• Problem-solving and decision-making

Benefits

• 20 PTO days off per year
• 5 sick days
• +16 paid holidays
• Matching 401(k)
• Medical, dental & vision coverage
• Paid parental leave
• Home office setup
• Yearly team retreats
• Comprehensive professional development program including coaching and a yearly professional development stipend

Pay

Competitive salary based on experience and qualifications.

Schedule

Flexible hybrid work schedule, with occasional in-office requirements.

Contact

We believe in transparency and respect for your time. Our hiring process is designed to be open, fair, and straightforward. For more information, please visit our website or contact us directly.