Operations Manager

Open position at Coegi Columbia, MO office location; Hybrid work schedule: 3 days in the office, 2 days working from home

Visa sponsorship is not available for this position, now or in the future. Applicants must be legally authorized to work in the United States on a permanent basis without requiring employer sponsorship.

The Operations Manager runs the day-to-day operations of Coegi: the monthly billing cycle, the inputs behind the budget dashboards, vendor and contract records, the systems people log into, onboarding and offboarding, and the administrative rhythm of the leadership team. The role reports to the SVP, Data & Business Operations and works closely with the project management team, TIH Finance, MTP HR, MTP IT, and the office leads across Coegi's locations.

The role is hands-on and in-office. It keeps the operational work of the agency accurate, on time, and documented so that the SVP, the President, and the client teams can rely on it, and it uses Coegi's AI tools to take manual steps out of that work as it goes. Ownership of the numbers, the forecast, contracts, and process design sits with the SVP, Account Management, and project management leaders; this role executes, coordinates, and keeps those leaders connected.

Essential Duties and Responsibilities (Other duties may be assigned)

• Run the monthly billing operations cycle with the project management team and TIH Finance: pre-bills and post-bill actuals prepared and uploaded on schedule, vendor invoices collected and applied at client level, the master reconciliation list kept current, and open items chased to close.
• Keep the inputs behind the US and Canada budget dashboards current ahead of each monthly finance review: vendor invoices, subscription and expense changes, rent and allocation inputs, and headcount changes as approved.
• Maintain the contract and insertion order records the numbers depend on: insertion orders filed and logged, scopes matched to budget lines, and every software, data, and operations vendor contract logged in the MTP contract management system with 90- and 30-day renewal reminders to the accountable owner.
• Coordinate with HR, IT, and the hiring manager to ensure Coegi's staff are onboarded and offboarded correctly. This includes: operational systems are set up for new hires: Asana, Slack workspace functions, Google shared drives and groups, AI seats and the usage tracker, the e-signature sender seat, time-tracking administration and monthly reminders, HubSpot seats, the phone system, email signatures and distribution lists.
• Support the network system programs the SVP leads (Media Ocean, Business Central, HubSpot): data entry, naming conventions, user lists and access requests, and training logistics for Coegi users.
• Run onboarding and offboarding end-to-end from the Asana templates (US and Canada versions): paperwork hand-off to MTP HR, device and access requests to MTP IT, first-week scheduling and check-ins, and the exit checklist with access removal (a SOC 2 control) and equipment return.
• Run some people-operations items: the monthly pulse survey, all-staff announcements, and some ad hoc content for the monthly staff meeting.
• Coordinate with the Office Manager and the local office leads on workplace, events, and travel so each request has one owner; keep the TIH properties and rent-allocation sheet current with TIH Finance.
• Support the president and leadership staff by updating the monthly all-staff deck and co-running the pre/ prep calls.
• Document the processes this role runs, feed pain points back to the project management team, and use Coegi's AI tools to automate the repetitive parts of the work.
• Support the SVP of Data and Business Operations in deliverables to the COO and finance team.

Qualifications - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 2 to seven years in operations, billing, or finance operations, or business administration, ideally in an agency, media or professional-services environment, supporting more than one office or a distributed team.
• Has run a monthly billing or close cycle, onboarding logistics, and vendor administration before, and can point to what they set up.

Skills

• Comfortable with numbers and spreadsheets: can keep a budget tracker current, reconcile an invoice to a contract, read a vendor renewal and spot a variance.
• Hands-on with Google Workspace, Slack, Asana, and e-signature tools; experience with an agency billing or finance system (Business Central, NetSuite, or similar) preferred; picks up new systems quickly.
• Daily user of AI tools (Claude or equivalent) who looks for the repetitive steps and automates them.
• Clear, well-routed written communication across offices and sister agencies; closes the loop every time.
• Organized enough to run the company's operating calendar and discreet enough to sit next to the President.

Traits

• Proactive ownership: sees what needs doing and does it; thinks two steps ahead so the work is findable if someone else has to pick it up tomorrow.
• Resolves before escalating: gathers the facts, checks what already exists, and arrives at MTP IT, HR, or Finance with a recommendation rather than a question.
• Bias toward reduction: fixes the process rather than adding a step; treats "the way we have always done it" as the starting point to challenge.
• Curious experimentation: tries new tools, treats a failed test as data, and brings ideas forward before being asked.
• Cross-functional instinct: naturally thinks beyond their lane; pulls others in proactively; shares context without being asked.
• Dependability and discretion: on time, follows through, and handles sensitive information quietly.

Education

• Bachelor's degree in business, finance, operations, or a related field, or equivalent experience.

Total Perks Package

• The chance to be a part of a growing company and the next success story
• Amazing opportunities for career development
• Recognition programs
• Employee referral bonus
• Hybrid work schedule; 3 days in the office, 2 days working from home
• Fun and collaborative work environment
• Casual dress code
• Insurance Coverage (medical, dental, vision, life, and disability)
• 401(k) retirement plan, with employer 4% match
• Work/life benefits, including mental health and wellbeing support
• Flexible Time Off Policy
• Paid holidays, including agency soft closing Christmas Eve-New Year's Day
• Paid leave options, including sick leave, medical leave for self and family, and parental leave

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