Remote, with occasional travel to our Manchester and Preston spaces
Circa £30k per annum, depending on experience
Full-time, permanent
Managing Director
We’re looking for a highly organised, professional and proactive Operations Coordinator to help keep Soap Media running smoothly behind the scenes.
This is a central role within the business, supporting the Managing Director and Senior Management Team across finance administration, HR coordination, time log reporting, internal processes and business operations.
You’ll be trusted with confidential information relating to people, finance and company performance, so professionalism, sound judgement and respect for confidentiality are essential.
Clear processes, guidance and support will be provided, but this is a role that needs to be properly owned. We’re looking for someone who takes pride in operational detail, follows through properly, spots what needs doing, and helps create more time and headspace for the senior team to focus on strategy, growth and delivery.
- Raise, manage and track client invoices.
- Support invoice scheduling and ensure invoices are issued at the correct points.
- Follow up on unpaid invoices where required.
- Support credit note administration and invoice queries.
- Maintain accurate finance records and supporting documentation.
- Assist the Managing Director with finance administration and reporting preparation.
- Act as the day-to-day liaison with our outsourced HR provider.
- Support holiday, sickness and absence tracking.
- Maintain accurate people records in line with company processes.
- Help coordinate HR documentation, updates and internal follow-ups.
- Support the Managing Director with confidential people-related administration.
- Handle sensitive HR information with discretion and professionalism.
- Check and audit staff time logs for accuracy and completeness.
- Produce regular time log reports for the Managing Director and relevant department leads.
- Support weekly reporting on account, retainer and project budgets.
- Flag missing, inconsistent or unclear time entries.
- Help improve the accuracy and usefulness of time log data across the business.
- Support internal reporting that gives better visibility of workload, capacity and profitability.
- Own and maintain recurring operational admin processes.
- Support the setup, tracking and completion of internal business tasks.
- Help maintain accurate records across key agency systems.
- Support sales process administration, including pipeline tracking and reporting where required.
- Help prepare regular business performance updates for the Managing Director and Senior Management Team.
- Identify opportunities to make recurring processes clearer, faster or easier to manage.
- Act as a reliable internal point of contact for operational queries.
- Handle inbound calls or enquiries professionally and direct them to the right person.
- Follow up with team members where information, updates or actions are needed.
- Keep communication clear, timely and appropriately confidential.
- Help ensure internal admin does not become a blocker for senior leaders or delivery teams.
In this role, success means the operational side of the business feels more organised, visible and controlled.
It also means the Managing Director and Senior Management Team spend less time chasing admin, reconciling information, checking time logs, following up invoices or managing recurring operational tasks manually.
After 3 months, you should be:
- Confident in Soap’s core operational processes and systems.
- Supporting invoicing, time log checks, holiday and absence admin.
- Building trust with the Managing Director and wider senior team.
- Handling sensitive information professionally and discreetly.
After 6 months, you should be:
- Independently managing recurring operational admin tasks.
- Producing useful time log, finance and business reporting support.
- Identifying process gaps or recurring admin issues.
- Helping reduce follow-up and admin load for senior team members.
After 12 months, you should be:
- A trusted operational support point across the business.
- Improving the accuracy and consistency of operational data.
- Helping the senior team make better decisions through clearer reporting.
- Contributing to a more organised, scalable and less reactive agency operation.
- Experience in an administrative, operations, finance admin, HR admin or business support role.
- Strong organisation and attention to detail.
- Confidence working with sensitive HR, finance and business information.
- Clear written and verbal communication.
- Comfortable working independently in a remote environment.
- Good numerical confidence and ability to prepare accurate reports.
- Experience using standard business tools such as Microsoft Office or Google Workspace.
- Ability to follow processes consistently and improve them where needed.
- Proactive approach to chasing information, resolving admin issues and keeping tasks moving.
- Strong judgement around confidentiality and professional boundaries.
- Experience working in an agency, professional services or fast-moving SME environment.
- Experience with time-tracking, project management or workflow tools.
- Experience supporting invoice processing, credit control or finance administration.
- Experience liaising with an outsourced HR provider.
- Familiarity with HR, absence, holiday or people-record systems.
- Experience preparing management reports or operational summaries.
- Comfortable working across multiple departments and stakeholders.
At Soap, we care about people who take ownership, communicate clearly and want to do great work without ego.
You’ll fit in well if you:
- Take pride in detail and accuracy.
- Handle confidential information with care and maturity.
- Can be trusted to follow through without constant prompting.
- Like creating order and structure.
- Are comfortable asking for what you need to complete a task.
- Spot small problems before they become bigger ones.
- Understand that great operations work often happens quietly in the background.
- Want to help senior people spend more time on the work only they can do.
- Competitive salary, depending on experience.
- Remote working with occasional travel to Manchester and Preston.
- Supportive, collaborative team environment.
- Exposure to the operational running of a growing full-service digital agency.
- Development opportunities and clear progression pathways.
- The chance to play a key role in making the agency more organised, efficient and scalable.
Soap Media is an equal opportunities employer. We welcome applications from all suitably qualified people regardless of background.
Join the Family
Whether you’re looking to develop your career in digital, searching for a new challenge, or simply want to work for one of the UK’s leading agencies, Soap would love to hear from you.
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