About this role.
This Operations & Administrative Coordinator role supports an ecommerce agency’s internal business operations, reporting cadence, sales coordination, marketing initiatives, and administrative systems. The position owns recurring utilization, project, profitability, and P&L-related reporting while identifying missing data, budget risks, and follow-up needs. It also maintains CRM and prospect processes, coordinates marketing and event logistics, and keeps tools such as Asana, Harvest, Front, Google Drive, and CRM platforms organized. Success depends on converting loosely defined work into actionable plans, proactively driving accountability, and providing leadership with reliable operational visibility. The role offers a growth path toward broader business operations, process improvement, and sales operations ownership.
Role DNA
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Job Complexity
4/5Pace & Pressure
4/5Autonomy Level
4/5Communication Load
5/5Salary analysis
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Core skills
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Sample interview questions
I would first confirm the source of truth for time entries, employee rosters, project assignments, and billable classifications. I would create a repeatable spreadsheet or dashboard that calculates total hours, billable hours, non-billable hours, and utilization by employee, then add validation checks for missing or unusual entries. I would summarize key changes and exceptions so leadership can act quickly rather than review raw data.
I would verify the budget, logged hours, remaining scope, and any pending time entries before escalating. I would identify the variance, estimate the remaining effort, and prepare a concise note identifying the risk, relevant project context, and recommended next step. I would then ensure the appropriate owner and leadership team review it promptly and record any resulting action in the project system.
I use a CRM process with required opportunity stages, next-step dates, owners, and concise notes for every active lead. I would establish recurring reviews and automated reminders, maintain a prioritized follow-up list, and proactively notify leadership before important actions become overdue. Clear documentation makes it easy to distinguish leads awaiting internal action from those awaiting a prospect response.
I start by clarifying the objective, audience, success measures, deadline, budget, and decision-makers. I then translate the initiative into a timeline with tasks, dependencies, owners, and check-in points in a shared project-management tool. Throughout execution, I keep stakeholders updated, flag blockers early, and maintain a documented record of decisions and next steps.
I would use AI to accelerate research, organize information, summarize meeting notes, draft outreach or internal communications, and create first-pass process documentation. I would verify all factual, financial, and client-sensitive outputs before sharing them, and would follow company policies for data privacy and approved tools. AI would support sound operational judgment, not replace quality control or stakeholder review.
Operations & Administrative Coordinator
Location: Remote
Team: Total Commerce
Employment Type: Full-Time
About Total Commerce
Total Commerce is an ecommerce agency focused on helping brands grow through Shopify, ecommerce strategy, development, retention, optimization, and operational support. We work with a wide range of growing and established brands and operate as a small, collaborative team where organization, follow-through, and visibility into the business are critical.
We are looking for an Operations & Administrative Coordinator to support the day-to-day operations of the agency, with a particular focus on internal reporting, sales and marketing coordination, and administrative organization.
This is not a traditional executive assistant role. We are looking for someone who enjoys creating structure, working with data, keeping initiatives moving, and making sure important tasks do not fall through the cracks.
Role Overview
The Operations & Administrative Coordinator will help ensure leadership has clear visibility into how the business is performing and that key sales, marketing, and operational initiatives stay on track.
The role will own recurring internal reporting, support business development and marketing execution, maintain organizational systems, and help leadership follow through on priorities.
The ideal candidate is highly organized, comfortable working with numbers and spreadsheets, confident using AI and technology, and willing to proactively follow up with team members and leadership when something needs attention.
Key Responsibilities
Agency Reporting & Operations
- Prepare and maintain weekly employee utilization reporting, including:
- Total hours worked
- Billable vs. non-billable hours
- Utilization by employee
- Prepare weekly project reporting, including:
- New projects
- Active projects
- Projects nearing completion or sunsetting
- Project budgets and hours used
- Remaining work or revenue to be billed
- Projects requiring leadership attention
- Maintain project-level profitability and P&L reporting.
- Prepare quarterly profitability reporting for retainer clients.
- Support preparation and organization of the agency’s monthly P&L.
- Ensure internal reporting is accurate, consistent, and delivered on schedule.
- Flag missing information, unusual trends, budget concerns, or other issues for leadership review.
- Maintain recurring operational reporting calendars and processes.
Sales & Business Development Support
- Maintain and organize prospect and lead lists.
- Track outreach, responses, next steps, and follow-up dates.
- Help prepare outbound sales emails using AI, existing templates, leadership drafts, and prospect research.
- Create or organize email drafts in Front for leadership review and sending.
- Proactively remind leadership when follow-ups or outreach are due.
- Maintain CRM hygiene and ensure opportunities have accurate stages, notes, and next steps.
- Assist with prospect research and account-based marketing initiatives.
- Support proposal and sales-process administration as needed.
Marketing & Initiative Coordination
- Help coordinate agency marketing initiatives and campaigns.
- Build timelines and task plans around marketing programs, events, partnerships, and campaigns.
- Coordinate logistics for events, dinners, and other business development initiatives.
- Help manage guest lists, vendors, budgets, assets, deadlines, and follow-up activities.
- Work with leadership and internal team members to keep newsletters, case studies, campaigns, and other marketing initiatives progressing.
- Ensure deadlines and commitments are documented and followed through.
Administrative & Organizational Support
- Provide light inbox and administrative support when needed.
- Help organize shared documents and ensure files are stored in the appropriate client or internal folders.
- Maintain clean and organized internal systems across tools such as Google Drive, Asana, Front, Harvest, and CRM platforms.
- Assist with research, documentation, and miscellaneous operational projects.
- Identify recurring administrative tasks that could be simplified, standardized, or automated.
What We’re Looking For
- 2–5 years of experience in operations, agency coordination, business operations, project coordination, executive support, or a similar role.
- Exceptional organization and attention to detail.
- Strong spreadsheet skills and comfort working with operational and financial data.
- Basic understanding of concepts such as revenue, budgets, margins, utilization, and P&L reporting.
- Excellent written and verbal English (international school background strongly preferred).
- Comfortable using AI tools to research, organize information, and develop first drafts.
- Comfortable learning and working across multiple software platforms.
- Ability to take loosely defined tasks and turn them into an organized plan.
- Strong follow-through and a willingness to proactively chase missing information or overdue actions.
- Confidence communicating with senior team members and reminding leadership about deadlines and commitments.
- Ability to manage recurring responsibilities while also supporting one-off projects and initiatives.
Nice to Have
- Experience working within an agency, ecommerce business, consulting company, or other professional services environment.
- Familiarity with Shopify or ecommerce.
- Experience with tools such as Asana, Harvest, Front, Attio or another CRM, Google Workspace, and AI tools.
- Previous experience producing utilization, profitability, project-budget, or other internal business reporting.
What Success Looks Like
Within this role, success means:
- Leadership can quickly understand how the agency is performing without having to manually gather information.
- Weekly, monthly, and quarterly reporting is delivered accurately and consistently.
- Project budget and profitability concerns are surfaced early rather than after the fact.
- Sales opportunities and follow-ups do not disappear because someone forgot to revisit them.
- Marketing initiatives have clear timelines and continue moving forward.
- Internal documents, systems, and processes remain organized.
- Leadership spends less time managing administrative details and more time focused on strategy, clients, and growth.
Future Growth
This role is expected to become part of a broader agency operations function. Over time, there may be opportunities to take on greater ownership of business operations, reporting, process improvement, sales operations, and other strategic initiatives as the team grows.
Annual salary information is not provided for this position. Explore salary ranges for similar roles in our Salary Directory ›
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