Operations & Automation Coordinator

Job not on LinkedIn

🔥 19 hours ago

🇿🇦 South Africa – Remote

⏳ Contract/Temporary

🟡 Mid-level

🟠 Senior

⚙️ Operations

👻 Ghost score 25%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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RecruitMyMom

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2012

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

RecruitMyMom is a specialist talent agency in South Africa focused on empowering women by providing access to skilled job opportunities. With a commitment to diversity and flexibility, the agency connects professional mothers and independent contractors with employers seeking reliable talent for both full-time and part-time positions across various industries. They offer services including background checks, psychometric testing, and access to a wide range of professions, from virtual assistants to fractional executives.

📋 Description

• Monitor and coordinate shared agency email communications, drafting tailored responses to routine and complex enquiries using agreed brand guidelines • Prioritise and flag time-sensitive brand partnership opportunities and critical commercial correspondence • Coordinate executive diaries, meeting links, reminders, and calendar appointments across UK/SA time zones • Implement and maintain structured inbox labeling, archiving, and digital filing conventions • Conduct structured market research across brands, PR agencies, and media planners to identify commercial partnership, event, and gifting opportunities • Build, verify, and maintain pipeline outreach databases containing complete contact, role, and corporate details • Coordinate approved introductory campaign outreach emails and track response rates and follow-ups • Assist in assembling talent profiles, rate sheets, and media kits for prospective commercial partners • Maintain live tracking registers for campaign milestones, deliverables, contractual dates, and next steps • Track deliverables against deadlines and follow up on outstanding contracts, content approvals, and proof-of-performance assets • Maintain central talent repositories with current talent information, bios, and compliance documentation • Generate draft campaign invoices with accurate purchase order numbers, billing details, and payment terms • Maintain invoice tracking spreadsheets, monitor settlement dates, and issue approved payment reminders for overdue balances • Collate receipts, supplier invoices, and supporting financial documentation for the finance team • Manage and maintain central Google Drive architectures, folders, and shared file hierarchies • Establish SOPs, process checklists, and shared operational registers • Integrate AI workflows and automation tools to streamline recurring administrative processes • Coordinate talent gifting programs and relationship-management schedules within agreed budgets

🎯 Requirements

• Proven background delivering virtual assistant, executive support, operational, or administrative services within a digital, fast-paced environment • Exposure to talent management, PR, influencer marketing, or creative agencies is highly advantageous • Advanced Google Workspace expertise, including Gmail, Google Drive, Google Sheets, and Google Calendar • Familiarity with workflow and tracking tools such as Trello, Asana, or equivalent • Working knowledge of Xero or similar accounting software is desirable • Basic design tools knowledge, such as Canva, is desirable • Practical application of generative AI tools such as ChatGPT to automate daily administrative tasks • Flawless written and verbal English communication tailored to UK commercial audiences • Absolute discretion regarding non-disclosure terms, commercial contract figures, and talent confidentiality • Availability for 20–26 hours per week

🏖️ Benefits

• Remote, flexible opportunity

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