Operations Coordinator

Operations Coordinator

Delivery, admin and founder support

Full-time  |  Fully remote, in person as required  |  Johannesburg

Correlate

Before the nitty gritty, a bit about us

Correlate is a Johannesburg-based performance marketing and strategy agency, founded in 2017 by Alex Wright and Jake Rubinstein. We run demand generation for considered-purchase brands in energy and solar, industrial, professional services, luxury goods, hospitality and gaming, across Africa, Europe, the Middle East, APAC, Australasia and North America.

We are small by design. That means every person on the team is visible, trusted with real responsibility and expected to carry their weight. It also means there is nowhere to hide, and we like it that way.

Our line is "the glue between digital ambition and success." We are now building technology on top of our services, which makes structure, cadence and follow-through more important than ever. That is where this role comes in.

Read this before you apply

We have hired for this role before and got it wrong. Every time, the reason was the same: someone who wanted the title but not the work. So we are being direct about what this job is.

This is not a quiet admin job with a short day. It is a full-time, fully remote role at a fast-moving agency where the two founders, the strategists and the clients all depend on you to keep the week together. Remote does not mean part-time. It means we trust you to be online, responsive and on top of the boards through the working day without anyone watching, and to show up in person when the work calls for it.

Much of the work is unglamorous. Rescheduling a meeting for the third time. Chasing a supplier invoice. Taking proper minutes. Fixing a board someone else broke. Booking a flight at 17:00 for a 06:00 departure. If any of that feels beneath you, this is not your role.

If you get quiet satisfaction from a clean project board, a calendar that works and a team that never has to ask "where are we on this?", keep reading.

The role

The Operations Coordinator is the glue inside Correlate. You run our project boards, keep every task moving, host and minute our internal meetings, manage the founders’ calendars and travel, and get whatever the team needs from whoever holds it. Part project coordinator, part PA to the founders, part office operations. Structure is the job.

You report to leadership and you are the first point of contact for suppliers and freelancers on logistics.

What you will do

1. Run the project boards (the core of the job)

• Own Monday.com across every client and internal project. Every board is structured, dated, assigned, with checkable subtasks and a clear definition of done.
• Daily board hygiene: no undated tasks, no unassigned tasks, no stale statuses. Chase owners before deadlines, not after.
• Build the board for every new client or project from the kickoff brief within 48 hours of sign-off.
• Set up and maintain automations: reminders, status notifications, escalations to the founders when work is at risk.
• Run the weekly delivery status: what shipped, what slipped, what is blocked and who is unblocking it.
• Send the founders a weekly one-page report: on track, at risk, late, by client.

2. Host and document meetings

• Schedule and host internal stand-ups, weekly statuses and project kickoffs. Agenda out before. Minutes and actions out within 24 hours after. Actions loaded on the board the same day.
• Prepare the founders for client meetings: agenda, background, open items pulled from the board.
• Sit in on client calls when asked, capture actions and own the follow-up.

3. Founder and team support

• Occasionally manage Alex and Jake’s calendars. Resolve clashes, protect focus time, confirm meetings the day before.
• Book travel and logistics when the team is on the road, local or international. Not often, but when it happens it needs to be right.
• Handle expense claims, supplier invoices, purchase orders and payment schedules. Keep the finance folder month-end ready.
• Stakeholder liaison: get the brief, the asset, the approval or the invoice from whoever holds it, internally or at the client, without being asked twice.

4. Admin and office operations

• Onboarding logistics for new starters and new clients: accounts, access, device set-up with Bitdefender and two-factor authentication, folder structure, welcome pack.
• Maintain the file structure and naming conventions in Google Workspace. Keep templates current.
• Coordinate suppliers and freelancers on briefs, timelines, deliverables and invoices.
• Handle client and personal data under POPIA and our internal data policies.

What good looks like

• Day 30:

Every active project has a structured, dated Monday.com board that you own. Minutes go out within 24 hours, every time.

• Day 60:

The founders no longer chase status; they read it. The weekly delivery report is running. Calendars and travel run without prompting.

• Day 90:

You have found and fixed at least three process gaps nobody asked you to fix.

Who we are looking for

Character first. Skills second. We can teach a tool; we cannot teach someone to care.

Character

• You like this work. You are rewarded by team progress, not personal spotlight.
• Nobody is too senior to book a car. Nobody is too junior to hold a founder to a deadline. You are comfortable with both.
• You do what you said, when you said, and you flag it early when you cannot.
• You treat the agency’s clients, money and time as your own.
• You are online, reachable and responsive through working hours. This is full-time and fully remote; we meet in person as required, and the pace is fast.
• You are discreet. You will see client, financial and personnel information.

Skills and experience

• Two or more years running tasks, calendars or projects for a team, ideally in an agency, consultancy or founder-led business. Digital marketing knowledge is an advantage. Structure matters more.
• Hands-on, provable experience with a project board tool (Monday.com, Asana, ClickUp or similar). You will build one in the interview.
• Written communication that is short, clear and correct. Spoken communication that is confident with senior people.
• Fluent in Google Workspace (Calendar, Drive, Docs, Sheets, Gmail) and Slack.
• Comfortable with numbers: invoices, purchase orders, expense tracking, basic reconciliation.

What you get

The reward in this job is getting things done. Hard things, for real clients, in a team that does not stop evolving and does not stop challenging each other. This is the new era of digital marketing: the tools change monthly, the playbook rewrites itself and the agencies that win are the ones that move first. We need fast swimmers to catch it with us.

• Tough problems, solved. You will see the direct line between your work and a campaign shipping, a client renewing, a founder walking into a meeting prepared.
• A team that keeps raising the bar on each other. Nobody here is finished learning, including the founders, and you will be expected to bring ideas as well as order.
• Real responsibility from day one, with direct exposure to the founders and to international clients across five continents.
• A front-row seat as we build technology on top of our services. You will help shape how a modern agency actually runs.
• A role that grows with the agency. As we scale, this seat is the natural path to running agency operations.
• Fully remote, full-time. We meet in person as required.
• Market-related salary, discussed at first interview.

How to apply