Operations Coordinator

FWD People is a full-service strategically-led marketing agency delivering meaningful and measurable results in the human and animal health sectors. sectors. We take pride in being our clients' trusted strategic partner—staying ahead of the curve, and leveraging our expertise and foresight to help them navigate change and seize opportunities. We approach every challenge with a commitment to innovation, excellence, flexibility, and empathy, the same qualities we seek in our team. As a fast-growing, hands-on senior group, we're excited to welcome more forward-thinking individuals who will help us drive growth, foster positive workflows, and have fun along the way.

We're hiring an Operations Coordinator to join our growing business operations team. This is an entry-level role reporting directly to our Operations Director. You'll be the connective tissue across Finance, People & HR, Resource Management, Talent Acquisition, and IT & Systems, keeping the day-to-day of FWD running smoothly while you build a foundation in agency operations.

• Systems & tools administration. Help keep our operational platforms accurate, organized, and usable for the team — including project management, HR, and finance tools.

• Onboarding & offboarding coordination. Support the logistics of bringing on (and parting with) employees, contractors, and freelancers, ensuring a smooth experience from paperwork to system access.

• Scheduling & calendar support. Coordinate meetings, interviews, and cross-functional touchpoints across the ops team and with external partners.

• Documentation & knowledge management. Maintain repositories of job descriptions, SOPs, and process documentation so the team always has a clear source of truth.

• Vendor coordination. Serve as a point of contact for vendor communications, renewals, and account logistics.

• Event & retreat logistics. Support planning and execution for team retreats, offsites, and in-office gatherings — from RSVPs to on-the-ground details.

• Expense & spend support. Assist with day-to-day administration of company spend tools and partner with Finance on routine clean-up and reporting.

• Office & workspace support. Help keep our Brooklyn Heights office running smoothly and ready for hybrid days.

• Cross-functional project support. Jump in on ad-hoc projects across Finance, People, Resource Management, Talent, and IT — wherever an organized set of hands moves the work forward.

• Process improvement. Notice friction points in how we work and bring forward ideas to make our operations clearer, faster, and more sustainable as we grow.

• A bachelor's degree, or equivalent early-career experience (internships, part-time roles, or relevant coursework count).

• You're deeply organized. You naturally make checklists, track follow-ups, and close loops. People notice that things don't fall through the cracks when you're involved.

• You have sharp attention to detail. You catch the small inconsistencies others miss and care about getting the details right — because you know they add up.

• You're curious and quick to learn new tools. You don't need to know our specific systems on day one, but you pick up new platforms quickly and aren't intimidated by unfamiliar software.

• You're a clear, thoughtful communicator. You write emails and Slack messages people actually want to read — concise, warm, and easy to act on. You follow up without being asked.

• You bring a service mindset. You take pride in being someone teammates can rely on, and you find satisfaction in helping others do their best work.

• You exercise discretion and judgment. You'll work alongside sensitive HR, finance, and contractor information, and you treat it with the care it deserves.

• You're proactive. You spot what needs doing and start moving before you're asked. When you don't know the answer, you ask the right question.

• You stay calm in motion. Agency life moves fast and priorities shift — you find your footing quickly and don't let urgency rattle the quality of your work.

• You're a team-first contributor. You take ownership without ego, give credit generously, and bring positive energy to the work.

• You enjoy bringing order to complexity. You like understanding how the moving parts of a business connect, and you take pride in making things run smoothly behind the scenes.

We believe in transparency and respect for your time. Our hiring process is designed to be open, fair, and as straightforward as possible, giving you a clear picture of what to expect while also giving us a chance to get to know you. Here’s how it works:

• Initial Conversation: A friendly chat to learn about your background, goals, and what excites you about this opportunity (and in general).

• In-Depth Interview: A deeper discussion about your skills, experiences, and how you envision contributing to our team.

• Scenario Conversation: A collaborative discussion where we’ll walk through a few real-world scenarios together. This is an opportunity to show us how you think through challenges, make decisions, and approach problem-solving.

• Final Interview: An onsite conversation with some additional folks on our team and leadership to explore how your unique talents align with our mission and values.

We know that interviewing can sometimes feel overwhelming, which is why we’re committed to keeping the process clear and communicative every step of the way. We’re excited to learn more about you and appreciate you taking the time to get to know us!

We are a senior team that champions integrity, adaptability, excellence, and growth. Here, you'll collaborate with solution-focused colleagues to advance both our clients and our teams.

Our office is located in Brooklyn Heights, and we offer a flexible hybrid work schedule. We value in-person collaboration and connection but also understand the importance of offering the flexibility to work from home.

We are dedicated to creating a diverse, equitable, and inclusive workplace where everyone feels valued and respected. As an equal-opportunity employer, we welcome differences in race, gender, age, sexual orientation, disability, and more. We believe that diversity drives innovation and success, and we are committed to ensuring equal opportunities and fostering a culture of respect and collaboration.

At FWD, we believe in supporting our team both personally and professionally. We offer excellent benefits, including 20 PTO days off per year, 5 sick days, +16 paid holidays, matching 401(k), medical, dental & vision, paid parental leave, home office setup, yearly team retreats, and a comprehensive professional development program including coaching and a yearly professional development stipend. As we continue to grow, we enhance our benefits package to meet the needs of our team.