Operations & New Business Coordinator

About the role

This role is the engine behind Indie's day-to-day: part ops, part new business, and a great way to get real hands-on experience in how a marketing agency actually runs. You'll split your time supporting our internal operations, think client contracts, office logistics, and systems, and our new business efforts, from social content to event support to producing our CEO & Founder’s podcast, Name Drop.

Key Responsibilities

• Operations Support
  • Own office supply inventory, ordering, and restocking
  • Manage client visits to the office — prep, hospitality, and day-of logistics
  • Care for office maintenance, repairs, and building/vendor requests
  • Coordinate office mail and deliveries
  • Manage all team gifts for birthdays and celebrations
• Client Services
  • Cook up client signatures for finalized SOWs and contract extensions
  • Aid client service directors in drafting and updating SOWs
  • Support follow-up communication for contract renewals and new business invoicing
  • Coordinate client gifts, including new client onboarding & end-of-year client appreciation
• Internal Tools & Systems
  • Maintain the tracker of all internal tools — seats, renewals, and owners
  • Facilitate maintenance and organization of the internal project management system
  • Coordinate new employee onboarding including onboarding paperwork, background checks, scheduling, and equipment set up
  • Aid with onboarding and offboarding, including access setup and removal
• New Business Support
  • Social & Marketing Support
    • Support the New Business Manager on Indie’s social content production and execution of the monthly content calendar for Indie’s marketing efforts
    • Support Indie’s owned social channels — LinkedIn and Instagram, including the Name Drop Instagram and TikTok
    • Support Indie’s website management
    • Support and manage the health of Indie’s CRM with segmented contact lists
    • Support awards applications — research, drafting, submission, and deadline tracking
  • Event Support
    • Support planning and execution of the biannual in-person team on-site
    • Support the annual Indie Social
    • Support the planning and coordination of external events, including client meetings, conferences, networking functions, and partnership initiatives
    • Manage event logistics across all of the above — venues, vendors, travel, supplies, RSVPs
  • Podcast Production
    • Coordinate and run monthly recording sessions
    • Produce episodes — rundowns, editing, post-production & blog posts
    • Publish episodes and create social promotional content for Indie and Name Drop owned social channels
    • Support guest sourcing, outreach, and scheduling along with podcast studio booking (NYC + Raleigh)

Requirements

• 2+ years experience in marketing, project management, operations, and/or event planning, preferably in a fast-paced work environment.
• Ability to problem solve and manage competing priorities. Strong attention to detail and organizational skills.
• Strong interpersonal and written communication skills.
• Willingness to travel 1-2 days a month, depending on internal team and client needs.
• Experience with social media management and/or project management tools is a plus.

Reporting Relationship

Operations Manager and New Business Manager

Education & Experience

Bachelor’s degree in Marketing, Communications, Business Administration or related field, or equivalent professional experience.

Location

This role is based in Raleigh, NC with a hybrid schedule of three in-office days and two remote days each week.