Creative Operations Coordinator: Elevate Brand Projects

Aquent; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Aquent is seeking a Creative Operations Coordinator in New York to support the creative team by ensuring smooth workflows from concept to delivery. You will track POs, budgets, and asset status, and serve as a liaison among Creative, Brand Marketing, Finance, and other partners.

The role emphasizes meticulous organization, proactive communication, and the ability to juggle multiple priorities in a fast-paced environment while maintaining confidential financial information.

Qualifications

• 3–5 years of experience supporting creative teams in coordination, creative operations, or marketing operations roles.
• Strong communication and collaboration skills.
• Detail-oriented with strong follow-through and problem-solving ability.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent proficiency in Microsoft Office and familiarity with project tracking tools.
• Proven experience maintaining budgets and expense reports.

Responsibilities

• Partner with Creative Leads to track all Purchase Orders (POs).
• Manage and maintain Creative Budget Trackers, spend, and financial reports.
• Lead weekly to monthly interfaces with Finance to discuss budget status, trends, and forecasts.
• Maintain the day-to-day budget tracker and organized records of budget status across active projects.
• Flag discrepancies or potential overages to Creative Leads as needed.
• Maintain and update copy sheets across active projects.
• Support the organization and upkeep of creative briefs.
• Help ensure copy and brief details stay current and accessible to the team.
• Track incoming creative assets from external vendor partners, logging what has been received and what is outstanding.
• Flag missing or delayed assets to Creative Leads to keep production on schedule.
• Track retouching requests and status, ensuring deliverables are progressing and flagging delays.
• Maintain an organized record of asset and retouching status across active projects.
• Act as a communication liaison between Creative, Brand Marketing, Brand Activation, Finance, and other cross-functional partners.
• Coordinate feedback and approvals from stakeholders to keep projects moving forward.
• Help ensure alignment on project timelines, deliverables, and priorities.
• Provide general operational support for the Creative Team.
• Coordinate team supplies, shared creative room upkeep, and equipment needs.
• Assist with logistics such as freight shipments, storage organization, and presentation materials.
• Support ad hoc projects including presentations, sales meetings, and retailer activations.
• Assist with calendar and timeline maintenance.
• Assist with coordinating external vendors for outsourced creative projects when needed.
• Track vendor timelines and deliverables to ensure alignment with project schedules.
• Serve as a point of contact for routine vendor or sourcing-related questions.

Skills

Communication

Collaboration

Detail-oriented

Multitasking

Budget tracking

Time management

Tools

Microsoft Office

Project tracking tools

Job description

Aquent is seeking a Creative Operations Coordinator in New York to support the creative team by ensuring smooth workflows from concept to delivery. You will track POs, budgets, and asset status, and serve as a liaison among Creative, Brand Marketing, Finance, and other partners.

The role emphasizes meticulous organization, proactive communication, and the ability to juggle multiple priorities in a fast-paced environment while maintaining confidential financial information.