Operations Coordinator

About the Role: We’re hiring an Operations Coordinator to be the execution engine of our Ops team. Every department at Melanin Money sends work to Ops. Access and account setup, list and segment pulls, discount codes and checkout links, meeting link fixes, agreement corrections, form and funnel edits, and a steady stream of questions about how to do something in one of our systems. Today that volume lands on two senior specialists who should be building infrastructure instead. You’ll be the front door. You’ll own the Ops request queue from intake through close, handle the work that sits at your level, coordinate cross-team projects and live event operations, and take the hands-on tasks off our senior team so they stay on the work only they can do. You’ll work closely with our Hub Spot Systems & Enablement Lead and our Systems & Automation Specialist, and over time become the person the rest of the company routes work through with confidence. AI is core to how this team works. We treat AI as a teammate, not a side tool. Everyone here uses AI daily to move faster, think sharper, and accelerate recurring work. We expect the same from you. The Shape of the Week This is high volume and hands-on. Requests come in continuously, at any hour, with no set pattern, and they bunch hard around launches and live events. Most items take under an hour. Some are urgent and come from leadership. Alongside the inbound flow, you’ll be working down a standing backlog and coordinating a handful of longer-running cross-team projects. The work rewards someone who can hold ten open threads at once without dropping any of them, and who takes real satisfaction in a clean queue. This is not a systems design role. Our CRM architecture, automation builds, reporting infrastructure, and recurring program operations are owned by other people on this team. You’ll work inside all of those systems every day. You won’t be the person deciding how they’re built.

What You’ll Do: Own the Ops request queue Triage every inbound request in Click Up: confirm scope, set priority, assign the right owner, and route within one business day Close the loop with the requester. When someone could have done it themselves, walk them through it and point them to the SOP so they don’t need to ask twice Escalate the requests that need senior technical judgment, with the context and detail already gathered Work down the standing backlog of open help requests and stalled project tasks. Close what’s finished, chase what’s stuck, surface what needs a decision Keep statuses, owners, and due dates current so the board reflects reality Flag repeat request patterns to the Operations Manager and the Hub Spot Systems & Enablement Lead so the underlying cause can be fixed at the right level Coordinate cross-team projects and live events Run point on cross-functional projects that span Sales, Marketing, Client Success, and Customer Service. Scope, route, and track the work Coordinate routing and triage of inbound requests to our marketing agency, and escalate strategic issues to the Operations Manager Serve as the day-to-day point of contact for development and creative requests, and track them through to completion Own marketing and company calendar updates Coordinate live event operations across workstreams, including app setup, registration support, and vendor communication Handle the recurring request volume Access and provisioning across the tech stack: new team member account creation during onboarding, permission changes, client portal and community access, Circle access tiers by client type, credit top-ups, and access removal at offboarding Lists and segments: build them in Hub Spot from defined criteria, import contact lists provided by other teams, and export to the formats teams need Codes and links: discount codes, promo codes, access codes for specialized use cases, and payment and checkout links built to the existing standard Meeting links and booking: create new links, correct routing and assignment, and resolve booking issues for clients and advisors Agreements and documents: send, update, and troubleshoot service agreements and acknowledgement documents in Panda Doc Record corrections: names, emails, phone numbers, subscription status, portal details Support Hub Spot, funnels, and the tech stack Support the contact and deal hygiene work led by the Hub Spot Systems & Enablement Lead: deduplication, field cleanup, tagging Hub Spot calendar automation and scheduling support Small Click Funnels edits such as offering names and prices, escalating larger funnel work to our marketing agencyUTM setup and tracking support, following the spec our Systems & Automation Specialist owns Typeform edits across the team Editing and connecting forms to Hub Spot and the client portal, and troubleshooting when they break Aloware credit top-ups when the team needs to send bulk messages Reconnect broken Zaps against the runbook, and escalate anything that needs a rebuild Pick up one-off execution tasks across Click Up, Hub Spot, Zapier, and Click Funnels so our two senior specialists stay on architecture and build work Run first-pass diagnosis on anything broken: reproduce it, gather the detail, check the SOP, then escalate with a clear write-up Keep documentation and admin running Run the monthly business scorecard refresh, pulling the data and updating the views department heads review Maintain documentation, Supered.io guides, and SOPs alongside the Hub Spot Systems & Enablement Lead Create and maintain the SOPs for the processes you own, so team members can self-serve correctly You’re Perfect For Melanin Money If...You find real satisfaction in clean, repeatable execution. You can hold high volume without dropping threads. Ten open items, several urgent, and you know the status of each one. You work well inside someone else’s system. You follow the naming convention, the template, and the SOP you didn’t write, and you improve them from the inside rather than rebuilding them. You’re a connector and a router. You’re the person teams come to when they don’t know who owns something, and you move work to the right place without losing it. You explain as you go. When you fix something for someone, they finish the conversation knowing how to handle it themselves next time. You communicate clearly in writing. Slack updates, ticket comments, and async handoffs are second nature. You’re fluent with AI and curious about new tools. You use AI daily to speed up the repeatable parts of your work.

What We’re Looking For: Required 2-4 years in operations, program or project coordination, marketing operations, business systems, or executive support. Experienced, not entry-level. A recurring process or request queue you owned end to end for at least a year, that you can walk us through in detail: what you ran, what broke, what you changed Hands-on Hub Spot Professional or Enterprise experience as a confident user: building lists and segments from defined criteria, importing contact data, managing contact and deal records, opening a workflow to understand what it does, and keeping records clean. You do not need to have architected a portal or built complex workflows. Demonstrated comfort with volume and interruption. Multiple small, time-sensitive requests landing at unpredictable times, held without losing the thread on any of them. Track record of executing inside an existing structure. You can follow a naming convention, a template, and an SOP you didn’t write. Demonstrated ability to coordinate work across multiple stakeholders and keep projects moving without dropping balls Clear written communication. You can update a ticket, a Slack channel, and a stakeholder without being asked twice, and explain the why behind a process Comfortable working independently in a remote, async environment Active daily use of AI tools (Claude, ChatGPT, or similar) to draft SOPs and updates, summarize threads into clear handoffs, check your own work, and accelerate the repeatable parts of your job. AI is a core part of how you operate, not a novelty. Experience working in a project management system such as Click Up (preferred)Tools You’ll Use Daily: Hub Spot (Sales, Marketing, Service Enterprise), Click Up, Slack, Google Workspace, Claude, ChatGPT, Read.ai, Zoom Regularly: Spiffy, Stripe, Panda Doc, Aloware, Circle, Skool, Click Funnels, Typeform, Event Combo, Supered.io, Loom, Mailer Lite, Slick Text, Mobile Text Alerts, Zapier (working within existing Zaps rather than building new ones)Occasionally: Wealth.com, Right Capital, Canva, Gorgias, Word Press, Shopify What Success In This Role Looks Like The Ops request ticket queue is current. Requests are triaged within one business day, every open item has an owner and an accurate status, and nothing stalls quietly. The volume of small requests reaching the Hub Spot Systems & Enablement Lead and the Systems & Automation Specialist drops measurably, and their time visibly shifts toward build work. Urgent requests during live events and launches are handled same day, without the Operations Manager needing to step in. Marketing agency requests are scoped, routed, and triaged cleanly. Tactical issues are at your level, strategic ones escalate. Cross-team projects you run point on have clear ownership, current status, and no items quietly stalling. Access provisioning is complete before a new hire’s first day and fully removed at offboarding. Lists, segments, and imports are correct the first time and match the criteria requested. Wealth Weekend and other live event operations run smoothly across workstreams, with you as the connective tissue between Ops, Marketing, Client Success, and external vendors. Friction points get flagged with a clear description of what broke and how often, so the right owner can fix it at the right level. AI is visibly part of how you work, and you’re contributing reusable prompts back to the team.