Operations & Administrative Coordinator

Operations & Administrative Coordinator

Location: Remote
Team: Total Commerce
Employment Type: Full-Time
About Total Commerce

Total Commerce is an ecommerce agency focused on helping brands grow through Shopify, ecommerce strategy, development, retention, optimization, and operational support. We work with a wide range of growing and established brands and operate as a small, collaborative team where organization, follow-through, and visibility into the business are critical.

We are looking for an Operations & Administrative Coordinator to support the day-to-day operations of the agency, with a particular focus on internal reporting, sales and marketing coordination, and administrative organization.

This is not a traditional executive assistant role. We are looking for someone who enjoys creating structure, working with data, keeping initiatives moving, and making sure important tasks do not fall through the cracks.
Role Overview

The Operations & Administrative Coordinator will help ensure leadership has clear visibility into how the business is performing and that key sales, marketing, and operational initiatives stay on track.

The role will own recurring internal reporting, support business development and marketing execution, maintain organizational systems, and help leadership follow through on priorities.

The ideal candidate is highly organized, comfortable working with numbers and spreadsheets, confident using AI and technology, and willing to proactively follow up with team members and leadership when something needs attention.
Key Responsibilities
Agency Reporting & Operations

- Prepare and maintain weekly employee utilization reporting, including:

- Total hours worked

- Billable vs. non-billable hours

- Utilization by employee

- Prepare weekly project reporting, including:

- New projects

- Active projects

- Projects nearing completion or sunsetting

- Project budgets and hours used

- Remaining work or revenue to be billed

- Projects requiring leadership attention

- Maintain project-level profitability and P&L reporting.

- Prepare quarterly profitability reporting for retainer clients.

- Support preparation and organization of the agency's monthly P&L.

- Ensure internal reporting is accurate, consistent, and delivered on schedule.

- Flag missing information, unusual trends, budget concerns, or other issues for leadership review.

- Maintain recurring operational reporting calendars and processes.

Sales & Business Development Support

- Maintain and organize prospect and lead lists.

- Track outreach, responses, next steps, and follow-up dates.

- Help prepare outbound sales emails using AI, existing templates, leadership drafts, and prospect research.

- Create or organize email drafts in Front for leadership review and sending.

- Proactively remind leadership when follow-ups or outreach are due.

- Maintain CRM hygiene and ensure opportunities have accurate stages, notes, and next steps.

- Assist with prospect research and account-based marketing initiatives.

- Support proposal and sales-process administration as needed.

Marketing & Initiative Coordination

- Help coordinate agency marketing initiatives and campaigns.

- Build timelines and task plans around marketing programs, events, partnerships, and campaigns.

- Coordinate logistics for events, dinners, and other business development initiatives.

- Help manage guest lists, vendors, budgets, assets, deadlines, and follow-up activities.

- Work with leadership and internal team members to keep newsletters, case studies, campaigns, and other marketing initiatives progressing.

- Ensure deadlines and commitments are documented and followed through.

Administrative & Organizational Support

- Provide light inbox and administrative support when needed.

- Help organize shared documents and ensure files are stored in the appropriate client or internal folders.

- Maintain clean and organized internal systems across tools suc