Agency Coordinator & Operations Assistant Full Time NEW

Company Overview

At Techieworkk, we are an e-commerce agency dedicated to helping online brands scale and optimise their digital presence. We are a fast-moving team, and as we grow, we are looking for a highly organised, reliable, and adaptable professional to help keep our daily operations running smoothly.

Role Definition

We are seeking an Agency Coordinator & Operations Assistant to act as the right hand to our leadership team. You are the ultimate “operator”—someone who thrives on checking boxes, keeping things organised, and ensuring nothing falls through the cracks. Your primary goal is to handle the day-to-day administrative, HR, billing, and tactical tasks so our leadership and technical teams can focus on high-level strategy and client execution. If you love wearing multiple hats, bringing order to a busy agency environment, and supporting a team from the ground up, this role is for you.

Responsibility Deliverable

1. Administrative, sales & goods calendar management
2. Good with client onboarding and communication 
3. Timely financial administration 
4. Client Screening and HR Support
5. Assuring project delivery on time and delivery support by assuring the quality of the deliverables.
6. Consistent posting of Social media content. 

Tasks &Activities

Administrative, Sales & Scheduling Support

• Calendar Management: Schedule internal meetings for the team and coordinate introductory phone calls/meetings with new sales leads.
• Proposal Creation: Draft, format, and polish client proposals and pitch decks using established agency templates.
• Reporting: Generate and compile internal agency reports, including marketing performance reports and operational expense reports.
• Inbox Management: Monitor the leadership team’s inbox, filtering urgent requests and organizing daily schedules.
• Scheduling monthly meetings with team members for 1-2-1’s and organising weekly team building activities

Client Onboarding & Communication

• Client Onboarding: Manage the end-to-end client onboarding logistics, including sending initial contracts, invoices, and welcome materials.
• Routine Communication: Act as the first point of contact for routine client inquiries, answering standard emails and routing complex technical questions to the appropriate team members.
• Status Updates: Send weekly progress updates to clients to keep them informed and confident in our delivery.

Financial Administration

• Invoicing: Generate and send out client invoices monthly or as project milestones are hit.
• Accounts Receivable: Proactively follow up with and chase clients for pending or overdue payments.

HR & Recruitment Support

• Hiring Logistics: Draft and post job descriptions on LinkedIn and other job boards for new agency roles.
• Candidate Screening: Filter incoming resumes, conduct initial candidate screenings, and set up interviews for the leadership team.
• Employee Onboarding: Send out employment contracts and manage the onboarding process for new hires.
• Attendance Tracking: Monitor and check employee attendance, generating monthly attendance reports for payroll and management review.

Project & Delivery Support (QA)

• Quality Assurance: Perform basic QA checks on deliverables (e.g., checking links on a new e-commerce site, proofreading copy, or testing a checkout flow), creatives etc before they are sent to the client.
• Task Management: Update project management boards, ensuring team members are checking off their tasks and milestones are marked complete. Ask for team members to regularly update the management boards.
• Standup’s: Hold daily standup’s to check the progress of the projects and update the boards.

Marketing & Social Media Execution

• Social Media Management: Schedule and post content across Techieworkk’s social media channels.
• Basic Content Updates: Make minor updates to the agency’s website or newsletter as needed.

Lead Generation & Sales Nurturing

• CRM Management: Maintain and update the agency’s CRM (e.g., HubSpot, Pipedrive), ensuring all new leads are logged, tagged correctly, and moved through the correct pipeline stages.
• Prospecting & List Building: Conduct basic research to build targeted lists of prospective e-commerce brands that fit agencies Ideal Customer Profile (ICP), including finding accurate contact information.
• Email or WhatsApp Sequencing: Send out templated cold outreach emails / WhatsApp messages and monitor automated follow-up sequences to ensure no potential lead falls through the cracks. Generate daily report of cold outreach
• Lead Nurturing: Coordinate the scheduling and sending of the agency’s monthly newsletters or targeted value-add emails to keep warm leads engaged over time.

Requirements

• 1–3+ years of experience in an administrative, virtual assistant, office management, or coordinating role, preferably within a digital agency or tech environment.
• Proficient in MS PowerPoint, MS Excel and MS Word.
• Strong attention to detail and excellent organizational skills.
• Good communication skills with a collaborative mindset.
• Enthusiastic, adaptable, and eager to learn.
• Highly tech-savvy and comfortable picking up new software quickly (experience with invoicing tools, HR software, and project management tools like Asana/ClickUp/JIRA/Trello is a huge plus).
• Exceptional written and verbal communication skills; you can write a professional, typo-free email to a client or candidate without needing oversight.
• High level of trustworthiness and discretion, as you will be handling sensitive financial and HR information.
• A proactive, “no task is too small” attitude with a meticulous eye for detail.

Benefits

·      Competitive salary commensurate with experience.

·      Access to training resources for continued learning and development

·      Direct mentorship from the agency founder.

·      Opportunities to grow into a dedicated Project Manager, HR Manager, or Operations Manager role as the agency scales.

Other Details

·      1-3 years of experience required

·      Salary Range: ₹22,500- ₹25,000 (Based on experience)

·      Working Hours: Monday – Friday, 10:00 AM – 7:00 PM; 2nd-4th Saturday is Off

·      Location: Mumbai (Office-based; no remote work)

Preference will be given to candidates who are living in the Mumbai Suburban area