The Operations & Project Coordinator supports the efficient delivery of projects and campaigns across the Marketing & Design team that drive the firm’s continued growth. This role focuses on coordinating operational tasks, managing project lifecycles, maintaining systems and processes, assists with regular progress reports, and facilitates team logistics to enhance productivity and collaboration. Working closely with the Director of Marketing and the Design Manager, this administrative role ensures smooth day-to-day operations and supports continuous improvement initiatives.

QUALIFICATIONS

• A Bachelor’s degree, diploma or certificate in marketing, project management, or a related field is preferred.
• Has 1 – 3 years in a similar role with a strong background in process optimisation, operational efficiency, and scalability projects.
• Experience in onboarding, training, team support, and coordination.
• Hands-on experience with project lifecycle management, from ideation to execution and delivery.
• Experience managing both internal stakeholders and external partners in a fast-paced, dynamic environment.

SKILLS AND ATTRIBUTES

• Intermediate to advanced skills in Microsoft Office - PowerPoint, Word and Excel.
• Exceptional stakeholder management and relationship building skills.
• Flexible and agile to adapt to changing business needs.
• Strong problem-solving abilities and the capacity to prioritise tasks effectively in a fast-paced environment.
• Ability to work collaboratively within a team while having excellent communication and interpersonal skills.
• Demonstrates a collaborative and proactive approach to project management.
• Maintains a professional yet approachable demeanour, capable of building relationships across all levels of the organisation.
• Able to work independently and adapt to changing priorities.

• Supporting governance and team processes: Assist in creating and maintaining frameworks, rules, and procedures for the Marketing & Design team, including file management, project tracking tools, and workflow documentation. Continuously monitoring team governance and processes for areas of improvement.
• Assist with projects from planning to execution: Support the delivery of marketing and design initiatives by helping scope project objectives, coordinate timelines and resources, and manage tasks using project management tools. Work closely with project leads and stakeholders to ensure projects stay on track, risks are mitigated, and outcomes are delivered on time and within scope.
• Provide reporting and insights: Create concise reports on team activity and project performance, highlighting trends, blockers, and opportunities for process improvement. Share insights to support strategic decision-making and continuous optimisation.
• Provide budget and financial support: Assist with budget planning, quoting, and tracking project financials. Support the Director of Marketing in maintaining accurate records and ensuring alignment with the firm’s financial goals.
• Assist with the onboarding of new team members: Develop and implement an induction program tailored for the Marketing & Design team, ensuring a smooth onboarding process. This includes running induction sessions for new team members as well as new starters across the firm.
• Coordinate team meetings and follow-ups: Prepare agendas, take meeting minutes, assist with project plans, and track action items for Marketing & Design team meetings.
• Manage the production and delivery of all printed collateral: Oversee the production and timely delivery of all print collateral and merchandise, ensuring effective communication with key stakeholders throughout the process. Manage relationships with suppliers (e.g., printers, merchandise providers) to achieve strong commercial outcomes for the firm, to ensure we always receive the best quality and turn around periods at the lowest cost.
• Support the maintenance of the Marketing & Design intranet page: Collaborate with team leaders to regularly update and enhance the Marketing & Design intranet pages, checking fortnightly for any changes and addressing any ad-hoc requirements.
• Providing ad-hoc speciality project support as required by the business: Assist with the project management of firmwide initiatives, including design projects and marketing campaigns.