Operations Coordinator

Job Purpose: The Operations Coordinator plays a vital administrative role in supporting the planning and execution of advertising campaigns. This role is responsible for managing campaign timelines, creating supplier orders, maintaining precise documentation, and ensuring that all stages of production are delivered efficiently and in alignment with brand and operational standards. The position acts as a communication and coordination hub between internal teams, suppliers, and vendors to support seamless campaign delivery

Campaign Administration & Scheduling

• Coordinate and monitor timelines for artwork delivery, print production, and flighting schedules.
• Maintain the production calendar and disseminate updates to stakeholders.
• Track artwork approvals, site instructions, and dispatch schedules.
• Documentation & Records Management
• Maintain detailed records of all campaign activities including print specs, flighting plans, and installation confirmations.

Supplier & Order Administration

• Submit cost estimates for approval related to production and installation.
• Create and issue purchase orders (POs) for printing and flighting suppliers in line with approved campaign budgets.
• Monitor delivery timelines, track service fulfilment, and follow up on any delivery or quality issues.

Budget & Cost Control

• Ensure accurate processing of purchase orders, invoices, and payment records.
• Process and reconcile invoices, purchase orders, and supporting financial documents in collaboration with Production Manager and Finance.

Internal Coordination & Support

• Provide administrative support to the Production Manager.
• Communicate production updates with internal stakeholders

Post-Campaign Close-Out

• Conduct thorough quality checks on post campaign reports
• Distribute post-campaign reports to internal stakeholders.

Supplier & Vendor Management

• Develop and maintain effective working relationships with third-party vendors such as printers, installers & logistics providers.
• Address discrepancies swiftly and escalate delays to the Production Manager when necessary.
• Communicate daily with print suppliers, installers, logistics providers, and Regional teams to track timelines and deliverables.
• Monitor and follow up on order acknowledgments, delivery confirmations, and discrepancies.
• Assist in resolving invoice or service-related queries in collaboration with the Production Manager

Minimum Requirements

• High school diploma or equivalent; further education in administration or related field is a plus.
• Minimum of 1 year of administrative experience, preferably in a media sales or advertising environment.
• High Computer literacy skills are essential. Advanced knowledge of MS Office, Power Point and Excel are required.
• Working knowledge of Navision (NAV) and OT3 advantageous