Operations Coordinator

# Operations Coordinator## Location Remote, with occasional travel to our Manchester and Preston spaces## Salary Circa £30k per annum, depending on experience##

Employment Type

Full-time, permanent## Reporting To Managing Director## About the Role We’re looking for a highly organised, professional and proactive Operations Coordinator to help keep Soap Media running smoothly behind the scenes.

This is a central role within the business, supporting the Managing Director and Senior Management Team across finance administration, HR coordination, time log reporting, internal processes and business operations.

You’ll be trusted with confidential information relating to people, finance and company performance, so professionalism, sound judgement and respect for confidentiality are essential.

Clear processes, guidance and support will be provided, but this is a role that needs to be properly owned. We’re looking for someone who takes pride in operational detail, follows through properly, spots what needs doing, and helps create more time and headspace for the senior team to focus on strategy, growth and delivery.##

Key Responsibilities ### Finance & Invoicing
* Raise, manage and track client invoices.
* Support invoice scheduling and ensure invoices are issued at the correct points.
* Follow up on unpaid invoices where required.
* Support credit note administration and invoice queries.
* Maintain accurate finance records and supporting documentation.
* Assist the Managing Director with finance administration and reporting preparation.### HR & People Administration
* Act as the day-to-day liaison with our outsourced HR provider.
* Support holiday, sickness and absence tracking.
* Maintain accurate people records in line with company processes.
* Help coordinate HR documentation, updates and internal follow-ups.
* Support the Managing Director with confidential people-related administration.
* Handle sensitive HR information with discretion and professionalism.### Time Logs, Resource & Reporting
* Check and audit staff time logs for accuracy and completeness.
* Produce regular time log reports for the Managing Director and relevant department leads.
* Support weekly reporting on account, retainer and project budgets.
* Flag missing, inconsistent or unclear time entries.
* Help improve the accuracy and usefulness of time log data across the business.
* Support internal reporting that gives better visibility of workload, capacity and profitability.### Operational Administration
* Own and maintain recurring operational admin processes.
* Support the setup, tracking and completion of internal business tasks.
* Help maintain accurate records across key agency systems.
* Support sales process administration, including pipeline tracking and reporting where required.
* Help prepare regular business performance updates for the Managing Director and Senior Management Team.
* Identify opportunities to make recurring processes clearer, faster or easier to manage.### Communication & Internal Coordination
* Act as a reliable internal point of contact for operational queries.
* Handle inbound calls or enquiries professionally and direct them to the right person.
* Follow up with team members where information, updates or actions are needed.
* Keep communication clear, timely and appropriately confidential.
* Help ensure internal admin does not become a blocker for senior leaders or delivery teams.## What Success Looks Like In this role, success means the operational side of the business feels more organised, visible and controlled.

It also means the Managing Director and Senior Management Team spend less time chasing admin, reconciling information, checking time logs, following up invoices or managing recurring operational tasks manually.

After 3 months, you should be:
* Confident in Soap’s core operational processes and systems.
* Supporting invoicing, time log checks, holiday and absence admin.
* Building trust with the Managing Director and wider senior team.
* Handling sensitive information professionally and discreetly.

After 6 months, you should be:
* Independently managing recurring operational admin tasks.
* Producing useful time log, finance and…