Sr. Operations Coordinator
Department: Operations
Reports To: Director of Operations
Location: Remote
Employment Type: Full Time
Travel Requirements: 10% of the time
WHO WE ARE
We’re MAS. We are an experiential agency with an insatiable need to learn more, do more, be more, and now—we’re opening our doors to a chosen few.
MAS is a bespoke experience agency of audacious creatives and technologists, working from ideation to execution to evoke emotion through bold moments—big or small, physical or digital. We partner with our clients to build fully integrated, highly effective teams that create remarkable experiences and activations around the world. Blurring the lines between departments, we strategically collaborate from ideation to execution as one team—we’re all creatives here.
Minority-led and founded, MAS has been awarded “Best Places to Work” honors by AdAge for four consecutive years. The agency’s work has been recognized by Clio Awards, AdWeek, BizBash, Event Marketer, Webby Awards, and Eventex. For more information, visit our website at moremas.com and follow @ExperienceMAS on Instagram.
WHAT WE ARE LOOKING FOR
We are seeking an enthusiastic Sr. Operations Coordinator who is passionate about business administration and the live events industry. The ideal candidate has a keen eye for detail, a strong sense of organization, and a production and vendor management background. You will have a unique opportunity to collaborate with a dynamic team that supports the agency's web of communication and operational needs. This role is perfect for someone eager to create agency-wide improvements and contribute to a collaborative environment.
ESSENTIAL RESPONSIBILITIES
- Lead proactive efforts in sourcing, vetting, and building relationships with vendors across the EMEA region to support future event production needs.
- Continuously research new global vendors, negotiate competitive rates, and ensure all selected vendors meet the company’s quality and budgetary requirements.
- Monitor vendor performance and maintain strong, long-term relationships.
- Assist Operations Manager in onboarding new hires, including scheduling training sessions and conducting general onboarding.
- Support hiring managers in submitting freelancer contract details through Salesforce.
- Facilitate freelancer credit card assignments and provide ongoing credit card support.
- Assist Operations Director and Manager in conducting team feedback sessions to further enhance company process and better support the project teams.
- Work alongside the Operations Director to liaise between vendor management and MAS production teams to ensure the vendor contracting process is seamless and efficient.
- Schedule and train production freelancers and full-time employees in vendor contracting processes, particularly utilizing Salesforce SMS.
- Assist with the organization and management of projects and tasks that foster team culture, such as managing team swag and organizing social initiatives.
- Participate in the planning and onsite execution of the company’s internal annual offsite event.
- Serve as a core team member of the Culture Club, driving key culture initiatives that align with company values, improving employee engagement, and fostering a positive work environment.
- Support expense reconciliations and other administrative duties for exec team.
COMPETENCIES
- Exhibits strong critical thinking and analytical skills to assess operational challenges.
- Ability to gather, organize, and interpret data to deliver actionable insights for Management, supporting strategic planning and operational efficiency.
- Clear and effective communicator in both verbal and written formats, confident presenting to large groups in agency-wide settings.
- Expert at prioritizing and managing workloads across concurrent projects and assignments.
- High level of confidentiality and professionalism in handling sensitive information.
- Ability to support new hires by simplifying complex policies and procedures into accessible training, either in 1:1s or formal onboarding sessions.
- Effectively collaborate with team members, Shared Services, and vendor partners, fostering positive and productive working relationships.
- Strong research skills to identify potential vendor partners, improve best practices, and enhance internal operations.
- Proactive problem-solver who embraces complex challenges and partners with colleagues to achieve impactful solutions.
- Models ethical behavior and integrity in alignment with MAS values, ensuring trust and accountability in all aspects of work.
YOU SHOULD HAVE
- BA degree is required, ideally in business administration, event management, or a related discipline.
- Hands-on experience in live events and/or experiential marketing, with an understanding of production processes and timelines.
- Proficient in Google Suite, with in-depth knowledge of Google Spreadsheets, including complex data functions and formulas.
- Basic troubleshooting abilities; skilled at efficiently identifying and resolving minor technical issues to support seamless operations.
- Strong writing and reporting skills; capable of drafting clear, concise reports and professional correspondence.
- Proven experience tracking budgets, managing financial documentation, and adhering to budget constraints.
- Drive for high-quality results; proactive and motivated to learn independently, consistently producing high-quality work with minimal supervision.
- Strong collaboration skills, who works well within team settings, contributing positively to a cooperative work environment.
- Positive and professional demeanor, maintaining a constructive attitude in all colleague interactions.
- Flexibility and willingness to assist on projects and tasks outside core responsibilities, showing commitment to team success.
WHAT YOU CAN EXPECT IN RETURN
- Full time position
- Opportunities for growth and development
- Health & Dental Insurance (choice of plans)
- 100% Employer paid short-term disability and life insurance
- Opportunity to elect additional life insurance and LTD insurance at employee expense
- Paid parental leave
- Opportunity to contribute pre-tax dollars to flexible spending accounts
- 401(K) with employer match
- Flexibility in work schedules
- Generous time off
HOW WE’LL TAKE CARE OF YOU
Our job titles may span more than one career level. The starting salary for this role is between $58,000 and $65,000. Our salary ranges are based on third-party national average market compensation analysis. The actual salary is dependent upon many factors, such as: training, transferable skills, work experience, business needs, and market demands. The salary range is subject to change and may be modified in the future.
NOT SURE IF YOU SHOULD APPLY?
Studies show that those identifying as under-represented individuals might have talked themselves out of applying at this point. Don’t worry about checking every single box. At MAS, we are dedicated to building a diverse, inclusive, and authentic team – so if you’re excited about this role, but your past experience doesn’t align perfectly with every single qualification in this job description, we encourage you to apply anyway. You may just be the right candidate for this role or we may have other roles that better align with your skillset.
PHYSICAL REQUIREMENTS:
Individuals will be required to sit for the majority of the day and may be required to stand as needed. May require ability to ambulate primarily on a level surface for periodic periods throughout the day. Individuals may be required to travel via airplane, train, taxi, car and/or other means of transportation, as needed.
The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
OTHER DUTIES AND ACKNOWLEDGEMENT
The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee/ candidate a general sense of the responsibilities and expectations of the position. Duties, responsibilities, and activities may change at any time with or without notice. This does not create an employment contract, implied or otherwise, other than an "at will" relationship. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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