Client Operations Coordinator

Big Slate Media; Knoxville (TN); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health, Vision, and Dental insurance

401k with company match

Employee profit sharing

Paid vacation and holidays

Flexible Work from Home program

Conferences and continuing education

Gear and studio access for personalUse

Occasional travel for client shoots

Relaxed, casual work environment

Office dogs

Job summary

Big Slate Media in Knoxville, TN is seeking a Client Operations Coordinator to support business development, manage CRM records, and coordinate client-related operations in our office. The role emphasizes proactive communication, organized processes, and collaboration with executives.

You’ll help schedule meetings, maintain proposals, and ensure smooth project workflows while embracing AI and automation to stay efficient.

Qualifications

• Strong organizational skills and a high level of attention to detail.
• Clear and thoughtful written and verbal communication.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Coordinate business development activities, prospecting, and outreach support.
• Maintain accurate CRM records and manage contacts, opportunities, and tasks.
• Support executive leaders in client communications and meetings.
• Provide administrative and organizational support across projects.
• Help build proposals, presentations, and client-facing materials.

Skills

Organization

Written & Verbal Communication

Relationship Management

Proactive

Discretion

Client-focused

Adaptability

Team Collaboration

Tools

HubSpot

Google Workspace

Asana

Job description

Big Slate Media is a Knoxville-based production company and agency. Founded in 2015, we help our partners create content that doesn’t suck. We believe great creative happens when artistry, ingenuity, compassion, collaboration, positivity, authenticity work together to create meaningful connections between brands and audiences . For us, it’s all about creating relationships and interactions that transcend the transaction. Whether that be between a customer and a brand or between us and our partners.

Over the years, we’ve evolved far beyond a traditional production company. Today, we partner with brands to develop campaigns, content ecosystems, and creative strategies that move the needle. Our unique combination of agency services and production capabilities allows us to help clients think bigger, move faster, and create work that connects. Brands grow when creativity is built as a system. What being a production company + agency really means is that we’re able to create connected, creative, agile, and scalable campaigns. We bridge strategy, creative development, execution, refinement, and measuring results all under one roof.

Our team works with major brands like Fox Sports, HGTV, PetSafe, Regal Entertainment, Mike’s Hard Lemonade, Clayton Homes, Mountain Dew, Visit Knoxville, and many others. While we’re proud of the national brands we support, much of our work is with local and regional businesses, organizations, and communities looking to make an impact through connected content.

As we continue to grow, we’re looking for an Client Operations Coordinator to help shape the next chapter of Big Slate.

THE GIST

The best person for this role is proactive, thoughtful, organized, and highly collaborative. You notice details. You remember what was said. You care about how people experience the process, and you have high standards for excellence. You enjoy helping, value strong relationships, and have a natural instinct for what the next right thing might be.

We also feel strongly that this person should be curious about AI and emerging tools. You don’t need to have all the answers or know the technology behind everything, but you should be interested in how automation, workflow structure, and AI can help make work more organized and efficient. At the same time, you should understand the limits of those tools. AI can help us summarize, organize, and streamline, but our clients should still feel like they’re getting us, not a robot.

SO WHAT’S THE GIG?

This is a full-time position working in our office in Knoxville, Tennessee. Here’s what you’ll be helping with:

Business Development Support

• Support Executive Producers and Account Directors in prospecting, relationship management, and growth initiatives
• Research prospective clients, brands, agencies, and opportunities to support outreach efforts
• Prepare background information, meeting briefs, and research prior to client meetings and events
• Track outreach activity, follow-ups, and relationship touchpoints to ensure opportunities continue moving forward
• Assist in coordinating networking events, conferences, meetings, and business development activities

CRM & Relationship Management

• Help manage accurate and up-to-date records within CRM and other company systems
• Create and manage contacts, companies, opportunities, tasks, notes, and activity tracking
• Ensure follow-up tasks are documented, assigned, and completed
• Monitor pipeline activity and assist leadership in maintaining organized sales processes
• Help identify opportunities and approaches which may require additional outreach or engagement
• Assist in the proofing, refinement and organization of proposals, presentations, and sales materials
• Coordinate internal information gathering required to build estimates and client-facing documents
• Help track proposal status and follow-up communication throughout the sales process
• Support contract generation, routing, revisions go-between and documentation as needed

Client Operations for Executive Producer + Account Director

• Coordinate meeting scheduling, agendas, notes, and follow-up actions
• Support ongoing communication and administrative needs for key accounts, particularly in the absence of the EP / AD presence in a meeting
• Track action items and commitments made during client conversations
• Assist in onboarding new clients and ensuring information is properly documented, help guide the client through the process and handle booking internal meetings and organizing essential information
• Support relationship-building efforts through thoughtful communication and hospitality initiatives
• Provide updates with information from stakeholders across active projects

Administrative & Organizational Support

• Maintain organized digital records and documentation
• Support travel planning, event logistics, and meeting coordination
• Identify opportunities to improve efficiency, organization, and consistency across the business development process
• Help build and maintain standard operating procedures for business development initiatives

REQUIRED EXPERIENCE

• 1–3 years of experience in coordination, operations, administrative support, account support, sales support, project management, or a related role
• Strong organizational skills and a high level of attention to detail
• Clear and thoughtful written and verbal communication skills
• Ability to manage multiple priorities, deadlines, and moving pieces at once
• A proactive approach to follow-through, documentation, and next steps
• Comfort working in systems like HubSpot, Google Workspace, Asana, or similar tools
• Ability to handle confidential information, client conversations, and internal details with professionalism and discretion
• Strong interpersonal skills and a client-minded approach to communication
• Comfort working in a fast-moving creative environment where priorities can shift
• Must be located in or willing to relocate to Knoxville, Tennessee, and work in-office with the Big Slate team

Bonus Points

• Experience with HubSpot or another CRM;
• Experience supporting business development, sales, account management, or executive leadership
• Experience in a creative agency, production company, marketing team, or professional services company
• Experience helping organize proposals, presentations, contracts, or client-facing materials
• A natural sense of hospitality and care for how people experience a process (you’ve maybe read THIS incredible book!)

WHAT’S IN IT FOR YOU?

We believe people who create growth should participate in it.

• Competitive salary based on experience
• Health, vision, and dental insurance
• 401k with company match
• Employee profit sharing
• Paid vacation and just about every holiday we can take, including that window between Christmas and NYC (it’s time we all stop pretending to work during this…)
• Quarterly mental health day aimed at recharging your creative juices
• Earned flex/comp time for overtime or off-hours work
• Flexible Work from Home program depending on the season of life and environment you enjoy
• Paid continuing education and conferences
• Opportunity to pitch passion projects for the team to complete together
• Commission opportunities on leads you bring in
• Access to gear and studio for personal use
• Occasional travel for client shoots and events
• Relaxed, casual work environment
• Oh, and Stamper and Stanley, the office dogs and undisputed Best Boys on the crew

TO APPLY

To apply, please send your resumeto [e-mail] with the subject line “(YOUR NAME) | Client Operations Coordinator”. Feel free to say, “hey” and tell us a little about yourself and why you’re interested in the job (kinda an informal cover letter).