Bid & CRM Operations Coordinator

Vfxwire; Los Angeles (CA); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Sick/personal days

Group Insurance Plan

401K with employer contribution

Job summary

Rodeo FX in Los Angeles is seeking a Business Development Operations Coordinator to help run the bidding engine, format bidding packages, manage CRM and data systems, coordinate meetings, and ensure bids go out on time while delivering a premium client experience.

You will work with Executive Producers in LA and Toronto, maintain dashboards, support finance and production, and keep showreels and presentations up to date, while upholding discretion and clear communication.

Qualifications

• Experience in a dynamic team environment (1+ year).
• Advanced proficiency in Excel and Google Sheets.
• Strong organizational skills and attention to detail.
• Autonomous, proactive mindset with ability to meet tight deadlines.
• Excellent written and spoken English; discretion with confidential information.

Responsibilities

• Prepare and format bidding packages and related documentation.
• Ensure timely delivery of bids with Executive Producers (LA & Toronto).
• Track post-bid actions and maintain status records.
• Create, maintain, and organize client databases and training documents.
• Keep CRM and tracking tools accurate and up to date.
• Maintain dashboards and KPIs to ensure data integrity across projects.
• Surface insights and follow-up opportunities for Executive Producers.
• Coordinate team meetings, agendas, and action items.
• Archive documents on shared drives with approved naming conventions.
• Maintain showreels, build presentations, and coordinate custom reels.
• Work with finance and production teams to gather invoicing information and facilitate project closures.
• Maintain clear professional communication with Executive Producers and internal teams.
• Demonstrate discretion and represent the Business Development department positively.

Skills

Organizational skills

Attention to detail

Initiative

Communication skills

Discretion

English proficiency

Problem solving

Tools

Microsoft Excel

Google Sheets

Monday CRM

Flow

Google Workspace

Job description

Rodeo FX in Los Angeles is seeking a Business Development Operations Coordinator to help run the bidding engine, format bidding packages, manage CRM and data systems, coordinate meetings, and ensure bids go out on time while delivering a premium client experience.

You will work with Executive Producers in LA and Toronto, maintain dashboards, support finance and production, and keep showreels and presentations up to date, while upholding discretion and clear communication.