Agency Operations Coordinator (Part-Time | Organised, Tech-Savvy & Assertive)

The Role: We are Vouch, a fast-growing digital performance agency (~10 staff). We are looking for a hyper-organised Operations Coordinator to be the "glue" of the business. The Managing Director is currently wearing too many hats, and we need someone to take ownership of the administrative, financial, and operational rhythm of the agency. You will not just be a passive assistant; you will be the 'guardian of the process,' ensuring timesheets are done, invoices are matched, and the office (remote & physical) runs smoothly. What You Will Own (The 3 Buckets): 1. The "Office Manager" Essentials Team Morale: Managing staff birthdays, anniversaries, and organising team socials. Logistics: Booking travel/accommodation for the MD and team. Office Ops: Liaising with cleaners, ordering supplies/equipment, and managing software subscriptions. Onboarding: Setting up emails, ClickUp, and slack access for new hires. 2. Financial & Data Admin Timesheets: You are the "bad cop." You ensure every staff member logs their time daily/weekly. No excuses. Capacity Reporting: Updating the weekly capacity tracker so we know who is overworked. Or accounts being under worked on. Invoicing Prep: Matching supplier invoices to client work and preparing the draft billing list for the accountant. 3. EOS & Meeting Rhythm (We are currently implementing the EOS Operations system into the Agency) L10 Meetings: You will set the agenda, manage follow-ups, track actions. Ensure the Scorecard is updated before the meeting, and take minutes/track "To-Dos." SOP Library: Helping us document our processes. Maintain the VOS Scorecard, Accountability Chart, Rocks, To-Dos, and Issues List Collect, organise and review team timesheet data (Clockify, Google sheets and ClickUp) Monitor production scheduling and capacity planning or workload amongst the team Analyse client profitability: track delivery hours vs. budgeted hours and revenue Prepare and share a weekly agency performance summary to the founder, including: Profitability by client account Staff utilisation Capacity risks Red/Yellow/Green status for KPIs Support quarterly performance reviews (PDP's) using EOS People Analyser. Keep the team accountable to EOS processes and scorecard submissions Tools We Use: Clockify (for timesheets) Google Sheets or Excel (for reporting) Clickup (for internal process and Rocks tracking) Slack (for async follow-ups and nudges) The Ideal Candidate: Tech Stack: Expert in ClickUp (or similar PM tools), G-Suite (Sheets mastery is a must), and familiar with Hubspot and Time Management Software. Personality: You are "warm but firm." You are happy to chase a senior staff member for their timesheets. A self starter, ability to think of feet and bring things you believe shoudl be done next in instances. Experience: You have worked in an Agency or Service business before. You understand what a "Retainer" is. Schedule: Ideally 8 hours a week to start with the opportunity to increase once rhythm is found. Must be available for a sync on Mondays (Planning) and Thursdays (Finance). Apply tot his job