Creative Operations Coordinator

Wynford; Toronto; Hybrid; CAD 50,000 - 55,000; Full time

Benefits offered by this job

Hybrid work environment

Dog-friendly office

Paid time off

Professional development

Health & dental plans

Job summary

Wynford is seeking a Creative Operations Coordinator to act as the operational backbone for the Creative team. You will own financial administration, project tracking, documentation, inventory and follow-up across multiple programs, with 70% focus on Creative Operations and 30% on Production support.

Role supports Sr Manager, Creative & Production and Creative Manager, ensuring records are complete and gaps are addressed before delays or extra costs occur.

Qualifications

• 2-3 years of experience in project coordination, operations, financial administration, production coordination or a similar role.
• Experience working with purchase orders, invoices, reconciliations, budgets or financial documentation.
• Strong Excel and general Microsoft Office skills.
• Excellent organization and the ability to manage several competing priorities.
• Attention to detail and proactive follow-up when information is missing.

Responsibilities

• Create and maintain Purchase Orders.
• Process supplier and freelancer invoices and assign to the correct projects.
• Maintain accurate financial records and supporting documentation.
• Identify invoice, PO or project-cost discrepancies and raise them for resolution.
• Support creation, maintenance, and processing of budgets, re-costs, and reconciliations with Creative Manager and Sr Manager, Creative & Production.
• Produce Production Budget Trackers and Production Playbooks.
• Follow up on missing Production documentation, approvals and invoice details.
• Keep project trackers, task boards and documentation current and accurate.
• Monitor inventory tracking and supplies in the Creative department.
• Update templates, trackers and processes based on changes and lessons learned.

Skills

Excel

MS Office

Purchase orders

Invoices

Budgeting

Tools

Smartsheet

Trello

Monday.com

Asana

Job description

At Wynford, we create live and digital experiences for Fortune 100 and emerging clients, from incentive travel and large-scale events to workshops and product launches.

Our Creative team supports multiple clients, programs, vendors, budgets and timelines at once. This role helps keep the operational side of that work organized, accurate and moving.

About the Role

The Creative Operations Coordinator is the operational backbone of Wynford’s Creative team.

Reporting to Sr Manager, Creative & Production and working closely with the Creative Manager, you will take ownership of the financial administration, project tracking, documentation, inventory and follow-up that support creative work across multiple programs. This role primarily supports Creative Operations while also providing dedicated administrative support to the Production team. Approximately 70% of the role will focus on Creative Operations and 30% will support Production through Budget Tracker maintenance, Playbook creation and updates, invoice processing, and related administrative coordination.

This is not a graphic design, Producer, onsite production, or project management role. It is an operational and administrative coordination position supporting both Creative and Production. Your contribution is making sure the team has the right information, records, and operational support to do its work effectively, while catching gaps and discrepancies before they create delays, rework or unnecessary costs.

The base salary range for this role is $50,000 - $55,000 annually.

This May Be a Fit If

• You like making sure details, records and numbers are right.
• You naturally notice missing information, inconsistencies, and things that don’t quite add up.
• You follow things through rather than assuming someone else will pick them up.
• You are comfortable asking questions and following up when information is missing.
• You can manage several small priorities without losing track of them.
• You enjoy helping a team run well behind the scenes.
• You look for practical ways to make routine work clearer and easier.

This Role May Not Be a Fit If

• You are looking for a graphic design, creative production or onsite event role.
• You are looking for a project management position with ownership of client deliverables and overall project timelines.
• You prefer to wait for directions rather than follow up, ask questions, and keep work moving.
• You are uncomfortable working with invoices, purchase orders, spreadsheets or financial details.
• You find it difficult to keep records, trackers and documentation current while managing competing priorities.
• You tend to let missing information sit rather than following up or escalating it.
• You prefer to work independently with limited interaction across different teams.
• Detail-heavy administrative work is not something you enjoy.

What You’ll Own

• Create and maintain purchase orders.
• Process supplier and freelancer invoices and ensure they are assigned to the correct projects.
• Maintain accurate financial records and supporting documentation.
• Identify invoice, PO or project-cost discrepancies and raise them for resolution.
• Support the creation, maintenance, and administrative processing of new budgets, re-costs, and reconciliations in collaboration with the Creative Manager and Senior Manager, Creative & Production.

Production Administrative Support

• Create and maintain Production Budget Trackers using project and cost information provided by Producers and Production leads.
• Create, format, and update Production Playbooks
• Process Production supplier and freelancer invoices and ensure they are assigned to the correct projects.
• Follow up on missing Production documentation, approvals, invoice details, and supporting information.

Project Tracking and Information

• Keep project trackers, task boards and supporting documentation current and accurate.
• Make sure required project information and documentation are received and organized.
• Follow up with Event Solutions and other stakeholders when information is missing or incomplete.
• Flag and elevate gaps that may affect timing, cost or delivery.
• Maintain organized project files, records, templates and version control.

Inventory and Supplies

• Maintain monthly inventory tracking and reporting.
• Monitor Creative department paper stock, materials and supplies.
• Coordinate replenishment so required materials are available when needed.
• Maintain accurate records of inventory levels and usage.

Process and Documentation

• Maintain team templates, SOPs, trackers and workflow documentation.
• Identify recurring administrative or workflow issues and suggest practical improvements.
• Support internal reporting, project debriefs and documentation.
• Update tools, templates and processes based on agreed changes and lessons learned.

Cross-Team Follow-Through

• Support the flow of information between Creative, Production, Event Solutions, Finance, vendors and freelancers.
• Follow up on outstanding documentation, approvals and required information.
• Keep the appropriate people informed when an issue is delaying progress or requires a decision.
• Help ensure Creative receives complete and accurate information so work can start with fewer surprises and less rework.

What Success Looks Like

Within your first 6-12 months:

• Purchase orders, invoices and financial records are accurate and processed on time.
• Project trackers, files and documentation reliably reflect current status.
• Missing information is identified and followed up on before it causes delays or rework.
• Financial discrepancies are caught early rather than during final reconciliation.
• Inventory records are accurate and required materials are available when needed.
• The Creative Manager spends less time on routine administrative follow-up.
• Templates, trackers and processes are kept current and useful.
• You have become a reliable operational resource for both the Creative and Production teams while supporting effective coordination with Event Solutions and Finance.

What You Bring

• 2-3 years of experience in project coordination, operations, financial administration, production coordination or a similar role.
• Experience working with purchase orders, invoices, reconciliations, budgets or financial documentation.
• Strong Excel and general Microsoft Office skills.
• Strong attention to detail and comfort working with numbers.
• Excellent organization and the ability to manage several competing priorities.
• Good judgment about when to solve an issue, ask for clarification or ***
• Confidence following up with colleagues and external partners when information is missing.
• Strong written and verbal communication skills.
• Experience in events, production, marketing, an agency or a creative environment would be helpful but is not required.
• Experience with project management tools such as Smartsheet, Trello, Monday.com or Asana is also helpful. We can teach you Wynford’s specific systems, processes and event terminology.

What We Offer

Total Compensation: Competitive salary with a comprehensive benefits package.

Hybrid Work Environment: Flexibility with a hybrid working structure to support work/life balance.

Dog-Friendly Office: Bring your furry friend to work for good vibes.

Time Off: Enjoy paid time off, including a winter holiday closure, birthday off, and additional personal time.

Professional Development: Access monthly training, industry memberships, and learning opportunities.

Wellness: Benefit from health & dental plans, fitness discounts, and an annual stipend for your wellness needs.

Bonuses & Incentives: Participate in a company-wide bonus structure and recognition programs like the WynList Awards.

Extra Perks: Enjoy discounts on activities, retail stores, team lunches, and fun off-site gatherings to keep the team spirit high.

At Wynford, we’re committed to creating an inclusive workplace where every voice is valued. We welcome applications from all qualified candidates and will provide accommodation throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).