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Operations Coordinator

9 hours ago

Phoenix, Arizona, United States Small Giants Full time

Operations Coordinator -  Phoenix, AZ

WHO WE ARE: Cultivate Your Career with a Vibrant, Dedicated Team

Small Giants isn't just a marketing and business development agency; we're a thriving community committed to long-term success in Phoenix and Denver. We are a woman-owned, highly specialized strategic and creative agency specifically focused on commercial real estate, construction, and professional services. This is an award-winning, highly collaborative company specializing in commercial real estate and construction (CRE and AEC) clients of all sizes across the country.

We believe in crafting specialized growth strategies, creative concepts, brand storytelling and strategic communications that drive our clients' success. Our vibrant team culture thrives on collaboration, continuous learning, and shared achievement. From team outings and catered lunches to ongoing internal education opportunities, we are committed to helping our team deepen their expertise and grow their careers at Small Giants.

If you are a detail-obsessed professional who thrives on creating order out of complexity, you'll find a rewarding and long-term home with us. We are looking for an Operations Coordinator who is as much an analytical problem-solver as they are a process expert. The ideal candidate possesses a unique blend of technical savvy and intellectual curiosity, enjoying the challenge of troubleshooting systems and optimizing workflows. You will be the backbone of our project lifecycle, ensuring operational excellence through precise financial reporting, proactive communication, and the continuous improvement of the tools and automations that power our agency's success.

Is this you?

What the position entails

  • Manage and oversee the intake, setup, execution, and close-out of all projects and proposals
  • Prepare and issue invoices, ensuring accuracy and alignment with project scope and timelines
  • Maintain, develop, and continuously improve company-wide systems, including our customer relationship management application, proposal management, project management software, and file storage platforms
  • Implement, update, and optimize automations, templates, and operational processes to improve efficiency and consistency
  • Generate and analyze profitability, performance, and utilization reports at the project and client level
  • Complete duties as assigned by your manager

Qualifications

  • 3+ years of professional experience, preferably in an agency environment
  • Proven hands-on experience in managing projects, preferably in a marketing, creative, or professional services environment
  • Proficiency with ClickUp, Nutshell, and/or other project management and CRM tools preferred
  • Strong organizational, multitasking, and problem-solving abilities
  • Excellent communication and interpersonal skills
  • Ability to work collaboratively with cross-functional teams and adapt to evolving business needs
  • Detail-oriented with a focus on process improvement and documentation
  • Investigative mindset and intellectual curiosity; enjoy researching, troubleshooting, and finding answers to complex questions
  • Familiarity with budgeting, billing, and client relationship management preferred

Behaviors and talents needed for this position:

  • Humble and Growth-Oriented. You are a team player who willingly and eagerly learns from others and from your own mistakes. You approach feedback as an opportunity to refine systems and personal performance.
  • Accountable and Reliable. You take full ownership of goals, results, and mistakes. You are the "anchor" for the team, delivering on commitments and ensuring project close-outs and invoicing are handled with total integrity.
  • Proactive Problem-Solver. You don't halt or delay when a process breaks. You apply discernment and an investigative mindset to overcome obstacles, proactively seeking solutions and pushing through challenges to keep the agency moving.
  • Engaged and Active Participant. You are a participant, not a spectator. You dive deep into our project management tool ClickUp, actively looking for ways to optimize automations and improve the team's efficiency.
  • Responsive Communicator. You uphold the Small Giants brand promise by ensuring timely, clear, and professional communication.
  • Empathetic and Collaborative. You "Assume Generously," approaching every interaction with empathy and positive intent. You build strong internal relationships by being a helpful resource rather than a "policeman" of processes.
  • Goal-Driven and Disciplined. You stay focused on measurable quarterly and annual goals. You have the discipline to manage routine recurring tasks while staying committed to your own professional development and the agency's long-term success.