Salary: Up to £60,000
Contract: Full-time, permanent
Hours: 40 hours per week (5 days)
Hybrid working: 3 days in office / 2 days remote
Operations Coordinator
Our client, a brilliant mid‑sized agency, is looking for an ambitious and proactive Operations Coordinator to join their growing team. This is a fantastic opportunity for a mid‑level operations professional who thrives in a fast‑paced environment and is ready to take ownership of day‑to‑day operational delivery, while building the foundations for a future leadership role.
This role will play a key part in ensuring the agency runs smoothly, efficiently, and profitably. The successful candidate will work closely with senior leadership, client teams, and freelancers to improve workflows, streamline processes, and support strong resourcing decisions across the business.
Resourcing and capacity planning is the most immediate need , so our client is looking for someone confident managing moving parts and bringing structure and clarity to a busy agency environment.
Key Responsibilities
Agency Operations & Day‑to‑Day Delivery
- Supporting the smooth running of the agency across people, projects, and processes
- Acting as a central point of contact for operational queries across the business
- Identifying operational bottlenecks and helping implement practical improvements
- Ensuring consistent ways of working are followed across teams and projects
Resourcing & Capacity Planning (Core Focus)
- Owning day‑to‑day resource coordination and scheduling across teams
- Maintaining accurate oversight of capacity, utilisation, and upcoming workload
- Working with team leads to forecast project needs and plan resource allocation
- Identifying resourcing gaps early and proposing solutions (reallocation, freelancers, hiring support)
- Supporting longer‑term planning by flagging workload risks and upcoming peaks
Freelancer Management
- Managing the day‑to‑day process of booking freelancers, including rebookings and new hires
- Maintaining freelancer records, rates, availability, and onboarding requirements
- Ensuring freelancers are briefed, set up, and integrated smoothly into projects
- Acting as the operational point of contact for freelancer queries and admin
- Supporting approval processes for freelancer spend
Project & BAU Support
- Providing coordination support across BAU agency projects, ensuring timelines and actions are tracked
- Supporting teams with project documentation and workflow consistency
- Assisting with internal reporting and project tracking where required
Process, Systems & Tools
- Supporting ongoing improvement of agency systems, processes, and operational documentation
- Helping maintain and optimise tools used for resourcing, project delivery, and admin
- Identifying opportunities to automate or simplify recurring tasks
- Ensuring processes are clearly documented and shared across teams
Budget Tracking & Reporting
- Tracking and monitoring budgets across projects, suppliers, and freelancers
- Flagging overspend risks early and supporting teams in keeping budgets on trackAssisting in creating regular reporting for leadership on resourcing and costs
- Supporting internal financial admin and ensuring data is accurate and up to date
Supplier & Vendor Management
- Managing supplier relationships and overseeing admin processes such as invoicing and renewals
- Tracking supplier contracts, usage, and costs
- Ensuring suppliers meet agreed timelines and expectations
Onboarding Support
- Supporting onboarding processes for new employees and freelancers
- Coordinating operational setup including tools, access, documentation, and inductions
- Helping create a smooth and consistent onboarding experience
Skills & Experience Required
- Experience in an agency operations, resourcing, or project coordination role
- Strong understanding of capacity planning and resource allocation
- Confident managing multiple stakeholders in a fast‑moving environment
- Strong organisational skills and ability to manage competing priorities
- Excellent attention to detail, particularly around budgets, scheduling, and documentation
- Strong communication skills and confidence dealing with internal teams and external suppliers
- Comfortable working with systems and spreadsheets (Excel/Google Sheets essential)
- Able to identify issues and take initiative to solve them
Nice to Have
- Experience using resourcing or project management tools (Float, Monday.com, Asana, Trello, Harvest, etc.)
- Experience supporting finance teams with budget tracking or forecasting
- Exposure to operational process improvement or systems implementation
- A desire to grow into an Operations Manager / Operations Director career path
Why Apply?
- A key operations role within a high‑performing mid‑sized agency
- Hybrid working (3 days in the office / 2 from home)
- Strong progression potential for someone looking to step up
- A collaborative, energetic culture with plenty of variety
Sphere is an equal opportunities employer. We encourage applications regardless of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation, and any other protected status as required by applicable law.
If you require any adjustments or additional support during the recruitment process for any reason whatsoever, please let us know.
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