[Remote] Operations Coordinator

Note: The job is a remote job and is open to candidates in USA. Melanin Money is hiring an Operations Coordinator to serve as the front door for its Operations team and manage the incoming request queue. The role involves triaging and completing operational requests, coordinating cross-team projects and live events, supporting HubSpot and related technology systems, and maintaining documentation and business reporting.

Responsibilities

• Triage every inbound request in ClickUp: 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 HubSpot Systems & Enablement Lead so the underlying cause can be fixed at the right level
• 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
• 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 HubSpot 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 PandaDoc
• Record corrections: names, emails, phone numbers, subscription status, portal details
• Support the contact and deal hygiene work led by the HubSpot Systems & Enablement Lead: deduplication, field cleanup, tagging
• HubSpot calendar automation and scheduling support
• Small ClickFunnels edits such as offering names and prices, escalating larger funnel work to our marketing agency
• UTM setup and tracking support, following the spec our Systems & Automation Specialist owns
• Typeform edits across the team
• Editing and connecting forms to HubSpot 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 ClickUp, HubSpot, Zapier, and ClickFunnels 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
• 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 HubSpot Systems & Enablement Lead
• Create and maintain the SOPs for the processes you own, so team members can self-serve correctly

Skills

• 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 HubSpot 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 ClickUp (preferred)

Benefits

• Remote, async work environment

Company Overview