Operations Coordinator at Advertising Agency

Bethesda, Maryland, United States -

Full Time

Start Date

Immediate

Expiry Date

29 May, 26

Salary

70000.0

Posted On

28 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Operational Discipline, Financial Reporting, Budget Tracking, Billing Support, Invoicing, Project Setup, System Updates, Data Stewardship, Cross-Functional Coordination, Attention To Detail, Systems Thinking, Process Improvement, Risk Flagging, Workflow Coordination, Account Operations, Accuracy

Industry

Advertising Services

Description

Description About RP3 RP3 is an independent creative agency built to make work that breaks through and performs. Born under pressure and shaped by real-world accountability, we believe wildly original ideas aren’t decoration — they’re how brands grow. We partner with ambitious organizations across financial services, travel & hospitality, higher education, nonprofits, and others to turn clarity, creativity, and performance into real business momentum. There’s no ROI in boring. The Role We’re looking for an Operations Coordinator who believes great creativity depends on strong systems. This role sits at the operational center of our Account team — ensuring projects are set up cleanly, budgets are tracked accurately, billing runs smoothly, and teams have the clarity they need to do their best work. This is a hands-on, detail-driven role with a clear path toward growth in Account Operations. If you take pride in accuracy, love making complex systems run smoothly, and get satisfaction from reducing chaos, we’d love to meet you. What You Will Do Operational & Financial Reporting You create visibility and predictability so Account Managers can manage proactively. Produce scheduled and ad-hoc burn reporting for all active client projects, ensuring accuracy and on-time delivery. Maintain clear budget status visibility by project, including hours, fees, retainers, and pacing against plan. Proactively flag budget risks, scope creep signals, and pacing concerns to Account Managers with concise summaries and recommended next steps. Maintain standardized reporting formats and ensure consistent inputs across teams to reduce confusion and rework. Support leadership decision-making with clean, reliable financial snapshots that enable resource and priority decisions. Billing, Invoicing, and Financial Process Support You keep the billing engine moving and reduce last-minute scrambles. Prepare and process standardized invoices, coordinating internal approvals and ensuring timely submission to Finance. Support non-standard billing by collecting required details from Account Managers and ensuring invoices align to scope, timing, and contract terms. Serve as day-to-day liaison with Finance for routine questions, corrections, missing inputs, and billing-related follow-ups. Maintain billing schedules, invoice trackers, and required backup documentation to ensure auditability and clarity. Project Setup, System Updates, and Data Stewardship You keep the project management system accurate so the agency can run on trustworthy data. Set up new projects in the project management system, including schedules, resource assignments, timelines, and required metadata. Enter and maintain project data with high accuracy, including task structures, dates, deliverables, and team assignments as directed by Account Managers. Perform ongoing project hygiene: keep statuses current, close completed items, standardize naming conventions, and ensure key fields are populated. Cross-Functional Coordination You connect the dots operationally so teams can focus on delivery and client outcomes. Act as the operational right hand to Account Managers by owning process-heavy work and reducing coordination friction. Coordinate with delivery teams to support scheduling and smooth handoffs, ensuring timelines and tasks reflect reality. Requirements What You Bring 2–3 years of experience in operations support, project coordination, account coordination, or agency operations. Experience managing reporting, scheduling, billing support, or workflow coordination in a fast-paced environment. Strong attention to detail and pride in accurate, organized work. Systems-savvy mindset with the ability to learn tools quickly. Clear written communication skills and comfort flagging risks early. Even-keeled under pressure, with the ability to manage multiple priorities. Bachelor’s degree preferred. Core Competencies Operational Discipline Financial & Budget Awareness Systems Thinking Cross-Functional Collaboration Attention to Detail Clear Written Communication Process Improvement Mindset Position and Hours This is a full-time position requiring strong attention to detail, accountability, and a growth mindset. Occasional flexibility may be required to support billing cycles or agency deadlines. Why RP3? Here’s what we offer: Hybrid flexibility — work where you work best, with meaningful in-person collaboration A culture built on curiosity, kindness, accountability, and wildly original thinking Company-paid health, life, short-term disability, and long-term disability insurance Employee-paid dental and vision plans 401(k) with immediate employer match Inclusive, world-class family leave policy Generous PTO — including Annual Leave, Sick Leave, Paid Holidays, Personal Time, and Karma Days Summer Fridays — we shut down at 2 PM every Friday from Memorial Day to Labor Day Voluntary benefits including commuter benefits and pet insurance Compensation Salary Range: $60,000–$70,000 (DOE) We believe in paying people fairly and transparently. Final compensation will reflect individual experience, qualifications, and internal equity considerations Equal Opportunity Employer RP3 is proud to be an equal opportunity employer. We are committed to building a diverse and inclusive team that reflects the clients and communities we serve. We do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic. Different perspectives make better work.

Responsibilities

This role centers on the operational and financial health of the Account team by producing burn reporting, tracking budgets, flagging risks, and ensuring smooth billing and invoicing processes. The coordinator will also manage project setup and data hygiene within the project management system to maintain trustworthy agency data.