Client Operations Coordinator

Process & Systems Management

• Maintain and update client records, sales orders, and operational data in NetSuite, ensuring accuracy and consistency.

• Perform regular data quality checks and handle administrative updates that cannot be automated.

• Organize and maintain client agreements, signed paperwork, and supporting documentation in Google Drive, following standardized documentation practices.

• Coordinate the collection, processing, and submission of client-related documentation, including Insertion Orders, Purchase Orders, and notarization requests.

• Identify and suggest improvements to administrative workflows and documentation processes.

Client & Financial Operations Support

• Coordinate billing-related inquiries between clients, Client Services, and Finance, including invoice disputes, prepayments, and outstanding payments.

• Track open requests, follow up with relevant stakeholders, and ensure timely communication and resolution.

• Maintain accurate records of billing statuses and provide operational updates to Client Services leadership.

• Support departmental expense and budget tracking, including software subscriptions, bonuses, and other operational expenditures.

• Maintain client tier information in NetSuite and coordinate related notifications across teams.

• Previous experience in operations, administrative coordination, project coordination, or business support roles.

• Proven ability to manage multiple operational workflows and high volumes of requests while maintaining accuracy and meeting deadlines.

• Excellent attention to detail, organizational skills, and ability to work independently.

• Fluent English, with strong written and verbal communication skills.

• Experience working with business systems, operational databases, or tools used to manage client records and documentation.

• Proficiency in Google Workspace and experience with task management platforms such as Asana, Jira, Monday.com , or similar tools.

• Strong communication and cross-functional coordination skills.

• Comfortable working with invoices, financial documentation, and operational reporting.

• Previous experience with CRM/ERP systems, particularly NetSuite, is a plus.

• Experience in the company advertising, marketing agencies, or other client-service environments is a plus.