Operations and Administrative Coordinator

Reports to: CEO

JOB DESCRIPTION

The Operations and Administrative Coordinator at Brew Agency is a highly trusted, detail-driven operator who helps keep the business running smoothly—operationally, and administratively—across Brew Agency and related ventures. 

This role is ideal for someone who is curious, technically capable, and eager to grow alongside a fast-moving company. You’re not afraid to jump into new systems, solve problems independently, and take on whatever task helps move the business forward. 

You enjoy structure, accuracy, and clarity, but you also enjoy learning, improving processes, and using modern tools—including AI—to work smarter. While bookkeeping is a core responsibility, this is not a siloed role. You’ll be a key support partner to leadership, helping create stability, organization, and momentum as Brew continues to scale.

• Serve as the internal point of coordination with Brew’s outsourced bookkeeper
• Gather, organize, and deliver required documentation on time
• Track invoices, expenses, and approvals to ensure accurate handoff
• Support leadership with financial visibility without owning bookkeeping or reconciliations
• This role does not perform bookkeeping, reconciliations, or financial reporting.

• Provide administrative support to Brew Agency and related businesses as needed
• Prepare reports, documents, and internal materials that support leadership and operations
• Manage schedules, meetings, travel arrangements, and internal coordination for leadership
• Prepare agendas, capture meeting notes, and help ensure follow-through on action items
• Support onboarding and administrative processes related to payroll, benefits, and documentation (payroll is outsourced)

• Take an active role in improving administrative and operational systems, workflows, and documentation
• Help implement and maintain shared policies, procedures, and internal organization systems
• Maintain cloud-based filing systems, databases, inventories, and office records 
• Monitor office operations to ensure a safe, organized, and well-functioning environment
• Provide similar operational support for The Brewery (Brew’s home office and coworking space), as needed
• Implement and maintain operational workflows across Brew and the coworking space based on leadership direction
• Help document and standardize repeatable processes (administrative, operational, internal coordination)
• Maintain shared systems including project management tools, internal databases, and documentation hubs
• Identify friction points and make improvement recommendations for leadership review
• Execute approved improvements and support adoption across the team

• Use tools like Google Workspace (Docs, Sheets, Drive, Gmail, Calendar, Slides) with confidence
• Learn and adapt quickly to new software, platforms, and systems such as CRMs, project management tools, and shared databases
• Embrace AI tools to increase efficiency, accuracy, and speed, and show interest in learning AI automation over time
• Look for ways to work smarter, reduce friction, and improve how the business operates day to day

Coworking Space Support (The Brewery)

• Support day-to-day administrative and operational needs of the coworking space
• Be available on-site during member bookings (not always required)
• Respond to member communications as needed 
• Coordinate vendor services, supplies, and basic operational logistics
• Maintain systems related to memberships, scheduling, and shared resources
• Escalate facilities or capital decisions to leadership (does not own facilities management)

• Financial records are accurate, organized, and reliable
• Leadership has clarity and confidence in reporting and operations
• Administrative needs are handled proactively rather than reactively
• Systems improve over time instead of becoming more complex
• You grow in responsibility and capability as Brew and its related businesses grow

• Willing to jump in and do whatever the business needs
• Curious, technically capable, and eager to learn
• Comfortable balancing detailed work with shifting priorities
• Interested in growing with a company rather than holding a static position
• Energized by being a key part of a small, ambitious team

• Humble | Define success collectively; put others first
• Hungry | Continuously improve; learn daily; love the work
• Smart (Emotional Intelligence) | Lead with empathy; listen well; respond thoughtfully
• Growth Mindset | Embrace feedback and failure as opportunities to grow
• Gratitude | Show appreciation and choose a positive perspective