Operations Co-ordinator

**Job Title**:
Operations Coordinator

**Main Purpose of the Job**:
To coordinate all day-to-day operations related to OneLook Productions in order to provide a consistent and high-quality experience and end product for our discerning clients.

**About OneLook Productions**:
OneLook Productions is a full service real estate marketing company headquartered in Belleville, ON. With an additional office in the Kawartha Lakes, OneLook offers services to the Quinte, Northumberland, Peterborough, Durham & Kawartha Lakes regions.

OneLook offers a fun, innovative team environment with individuals who are creative,

**Reports to**:
Chief Operating Officer, Chief Executive Officer

**Direct Reports**:
Admin Assistant

**Duties, Responsibilities & Expectations**:

- Answer calls and texts to our main phone lines providing information on our services, managing requests to book, and providing excellent client care
- Monitor CRM and social media accounts for messages, website inquiries and respond or direct to applicable departments accordingly
- Relay pricing and packages to clients and advise on what best suits what their needs
- Understand the benefits of, and effectively communicate the services and product offerings of OneLook Productions
- Coordinate content delivery and move projects through the applicable workflows within the Client Portal ensuring timely delivery of completed content
- Schedule shoots and manage Creative Specialists’ schedules to ensure an efficient as possible route based on locations and skill sets
- Obsessively track and manage project statuses and deliverables through our Client Portal and calendars
- Complete client care calls on a daily basis to confirm order details, follow up on requests and completed shoots as well as general check ins with clients
- Contribute to our member’s program communication initiatives and private groups to provide updates, information and ensure member satisfaction.
- Complete regularly scheduled check ins with all clients to maintain top of mind awareness and exceptional client care
- Create and send invoices to clients through QuickBooks and/or our Client Portal, following up on outstanding invoices as required
- Audit performance metrics, key performance indicators (KPIs), and other objectives
- Conduct quality assurance reviews to ensure orders have passed the standard quality process
- Occasionally attend shoots to assist Creative Specialists, gather content, or meet with clients
- Assist with the social media division as required (including but not limited to, creating graphics, posting according to schedules, and coordinating schedules and calls)
- Identify system improvements and implement standard operating procedures
- Participate in educational opportunities and work on professional development
- Participate in strategic planning and growth initiatives of the company
- Participates and engages in company culture while contributing to talent retention
- Willingness to create, record, edit social media content by being on camera as a representative of the organization
- Maintain HR/H&S Program thru BrightHR and BrightSafe
- Review and approve time off requests through BrightHR
- Collect weekly house and input Overtime and Time Off In Lieu hours through BrightHR
- Remit WSIB reporting and calculate dues
- Manage Employee Benefits program in collaboration with benefits provider
- Accompanying Creative Specialists on shoots as needed
- Adopt special projects from time to time as assigned by management based on the needs of the business
- Other related duties as assigned

**Skills & Mindset Required**:

- Comfortable with managing a large number of tasks and projects simultaneously
- Excellent customer service, communication, and organizational skills
- Strong analytical, problem-solving, and decision-making skills
- Strong communicator, positive and outgoing with clients
- Excellent time management skills with the ability to prioritize and meet deadlines
- Ability to work well in a high-paced and, at times, stressful environment
- Aptitude for systems adoption and ability to pick up new technologies quickly
- Proficient with Google G Suite and word processing software
- Customer Relationship Management (CRM) software fluency, specifically GHL
- Self-starter and ability to work with mínimal supervision
- Proper spelling and grammar and attention to detail
- Desire to learn more and grow within the company
- Ability to pivot with changes to scheduling/tasks
- Confident in their abilities & long term career focused

**Qualifications**:

- Minimum high school education
- 2+ years of Office or Operations Experience & Client Care
- Basic understanding of social media and marketing
- Understanding of real estate industry is considered an asset

**Working Conditions**:
This position is based in person out of our main office at 365 North Front St Suite 207 Belleville, ON. Longer hours may be required during busy seasons. There will be long periods of working at a