Job Description

The Integrated Operations Coordinator is responsible for managing various aspects of production, vendor coordination, media operations, agency relations, and administrative tasks within the organization. This role requires a high level of organizational skills, attention to detail, and effective communication with internal teams, clients, and vendors.

Key Responsibilities

1. Client Servicing

Build and maintain strong client relationships by providing excellent customer service.

b. Develop advertising campaigns for clients to increase brand awareness, engagement, and revenue.

c. Collaborate with the creative team to create advertising content and collateral for print, digital, and social media.

d. Coordinate with vendors and media partners to negotiate and execute advertising contracts.

e. Support other agency tasks as needed, including administrative duties, research, and assisting with new business pitches.

f. Primary point of contact with client and partner agency regarding production and operational matters

g. Participate in client briefs and Job Status Report (JSR) reviews to understand production, media, and touch points requirements.

h. Ensure adherence to client brand and guidelines in the deliverables.

i. Provide feedback and advise as needed for adapting the creative materials for the production.

2. Production and Vendor Management

a. Receive and review production briefs from agency/client.

b. Coordinate and negotiate vendor quotations to secure and optimize margins.

c. Generate client quotations and obtain necessary approvals on cost and timelines.

d. Source materials, samples, gifts as per client requirements

e. Coordinate with vendors to ensure timely delivery of products and materials.

f. Issue POs to vendors for execution of production related work

g. Monitor and update master touch point sheets for the client-related networks

2. Media Operations and Coordination

a. Assist in media planning for campaigns.

b. Maintain material checklists for agency-created materials.

c. Coordinate with agency/vendor for material production and release.

d. Issue Release Orders for media/material launches.

3. Agency Relations

a. Liaise with the agency to provide necessary production specifications.

b. Assist in radio production by sourcing scripts and talking points.

c. Coordinate mockups and creative materials with the agency and vendors.

d. Provide feedback on creative material for media and production adaptations.

4. Accounts and Documentation

a. Ensure all client-related jobs have proper approvals and documentation.

b. Review vendor invoices for compliance with documentation requirements.

c. Issue client invoices with necessary supporting documents.

d. Maintain and update status sheets for quotes and invoices.

e. Scanning and archiving documents as per internal checklist and processes

5. Administrative Tasks

a. Order and manage stationary items and pantry products as needed.

b. Team collaboration on office housekeeping and requirements

Skills and Competencies

a. Strong organizational, multitasking abilities, and communication

b. Proficient in using various tools such as Excel, Bitrix, Odoo, CRMs and other collaboration tools.

c. Attention to detail, ability to meet deadlines and process oriented

Requirements

Bachelors degree in Marketing, Advertising, Communications, or a related field.

2 to 3 years of experience in media planning and buying, preferably in an agency setting.

Proficient in media planning tools and platforms, ability to coordinate with Vendors and production teams (e.g., Nielsen, comScore, Google Analytics).

Strong negotiation skills and ability to build and maintain vendor relationships.

Excellent analytical and problem-solving abilities.

Proficiency in Excel for creating tracking sheets and managing financial documents.

Effective communication and presentation skills.

Detail-oriented and capable of managing multiple campaigns simultaneously.