Operations Coordinator

HAVAS Red US; Pittsburgh (Allegheny County); Hybrid; USD 42,000 - 54,000; Full time

Job summary

HAVAS Red US in Pittsburgh is seeking an Operations Coordinator to provide administrative and operational support to social media teams and our Pittsburgh office to ensure all runs smoothly and efficiently.

You will assist with vendor relations, meetings, travel, expenses, onboarding, facilities, IT support, and office logistics in a hybrid in-office schedule.

Qualifications

• College degree required.
• Minimum 1 year of relevant experience.
• Experience with MS Office; Concur and expense experience is a plus.

Responsibilities

• Supports general operations across Havas PR NA.
• Provides administrative support to senior leadership, managing their expenses and travel.
• Coordinates meetings and logistics as needed.
• Assists social leads with operational and finance processes, and ensures timely completion.
• Manages paid client expenses and accounts.
• Facilitates and oversees influencer invoicing and prepay tracking.
• Assist with managing agencies social channels and postings.
• Pittsburgh office admin support and is responsible for day-to-day logistics.
• Ensures office and kitchen supplies are well stocked. Anticipates upcoming needs.
• Manages incoming and outgoing mail and packages.
• Manages and facilitates office events, activities, and agency initiatives.
• Assists with the onboarding of new staff, desk set up, tour, etc.
• Works with vendors and helps support facilities and IT.
• Assists with client meetings and visitors.
• Contributes positively to the agency culture, atmosphere and values.
• Establishes professional and respectful employee relationships within the division and agency

Skills

Verbal communication

Written communication

Organizational skills

Proactive / self-motivated

Fast-paced environment experience

Education

College Degree

Tools

MS Office

Concur

Job description

Operations Coordinator

The role provides administrative and operational support to social media teams and our Pittsburgh office to ensure all is running smoothly and efficiently.

RESPONSIBILITIES

• Supports general operations across Havas PR NA
• Provides administrative support to senior leadership, managing their expenses and travel
• Coordinates meetings and logistics as needed
• Assists social leads with operational and finance processes, and ensures timely completion
• Manages paid client expenses and accounts
• Facilitates and oversees influencer invoicing and prepay tracking
• Assist with managing agencies social channels and postings
• Pittsburgh office admin support and is responsible for day-to-day logistics
• Ensures office and kitchen supplies are well stocked. Anticipates upcoming needs.
• Manages incoming and outgoing mail and packages
• Manages and facilitates office events, activities, and agency initiatives
• Assists with the onboarding of new staff, desk set up, tour, etc.
• Works with vendors and helps support facilities and IT
• Assists with client meetings and visitors
• Contributes positively to the agency culture, atmosphere and values
• Establishes professional and respectful employee relationships within the division and agency

Qualifications

Education:

• College Degree

Experience:

• A minimum of 1 year of relevant experience
• Experience with MS Office (Word, PowerPoint, Excel and Outlook)
• Concur and expense experience is a plus

We operate on a hybrid schedule. This role is in-office Monday through Thursday and as needed Friday to support operations and clients.

Skills & Abilities Required

• Strong verbal and written communication skills.
• Self-motivated and able to work well in a fast-paced environment.
• Extremely organized, ability to anticipate requests and be proactive.
• Must be personable, approachable and courteous; a positive “can do” attitude.