Position : Admin Coordinator

Work Hours (Client) : 8am-5pm EST, Monday-Friday

Pay Range : 1,000-1,500usd/month USD/month (varies based on skill set and experience level)

Location of Search : South Africa and Latin America

Work Location : REMOTE

Type of Contract : Independent Contractor

Company/Client Overview:

You might think weʼre just another creative agency driven by client deadlines, profitability and corporate culture. Think again – when it comes to collaborating with new clients, one of the pillars we assess is the people behind the brand.

Since 2014, we began with a simple mission – to treat every project like our own. What exactly do we do? Everything from ecommerce to brand building, design and content. As Shopify Plus Partners, weʼre building for brands migrating to, already on, or ready to develop a new store on the platform.

Weʼre not a boutique agency, weʼre a small shop. Weʼre strong because of our team – the best idea always wins. We out-perform bigger agencies by applying small shop smarts to every project. Thinking small means attention to detail, but it also means having the time and energy to focus on our clientsʼ needs. Our small but specialized team is designed to create efficient systems that are tailor-made for our clients.

Duties and Responsibilities:

As the Admin Coordinator, you will support the Managing/Creative Director, as well as other directors within the company, in a variety of tasks. This position involves handling scheduling, QA, sales support, brainstorming, research, and a variety of administrative tasks. This role reports directly to the Managing/Creative Director.

Executive and administrative support

Schedule appointments and manage the calendar for the Managing or Creative Director.
Respond to client inquiries and internal team communications.
Draft and edit emails or written communication.
Take detailed notes during all meetings, including sales calls, client meetings,presentations, and internal discussions. Provide general support, make introductions, and follow up on action items.
Perform data entry and other ad hoc administrative tasks as required.
Handle miscellaneous tasks for the company and provide support to the Managing Director as needed.
Primarily support the Managing or Creative Director, with occasional assistance across the team as needed.

Operations, coordination, and workflow support

Maintain accurate records of client interactions and sales activities.
Coordinate updates and next steps with the team via Asana.
Assist with immediate task management or workflow adjustments.
Conduct quality assurance QA on projects and tasks.
Resolve small operational issues or roadblocks.
Support updates or refinements to team workflows or processes

Business, marketing, and strategic support

Provide occasional support on research and early drafts of presentations, proposals, and agreements, using existing templates and guidance as needed.
Assist with RFPs or pitch presentations as needed, particularly during busy periods or when additional support is required.
May assist in reviewing or assembling materials for business development or client communications.
Occasionally assist in refining client-facing materials such as presentations or reports.
May support the development of marketing content (e.g., blog posts, case studies, newsletters) in line with brand goals.
Contribute to content updates or brainstorming efforts as needed, providing input and support where helpful.
Explore and support strategic opportunities such as grants, tax credits, or other funding initiatives, as needed.

Minimum Requirements:

Language requirement: Excellent English Communication Skills

Education: Bachelor's Degree (ideally)

Experience: 1-3 years of experience in a similar role.

Exceptional organizational skills and strong attention to detail, with consistent follow-through.
Excellent written and verbal communication — confident, clear, and natural in conversation.
Proven ability to turn complex or messy information into clear action plans, recaps, and next steps.
Highly adaptable in fast-paced, less corporate environments; able to multitask, manage time effectively, and take initiative without heavy structure.
Proficient in Google Workspace, CRM systems, and project management tools (Asana, Slack, Notion).
Strong experience with administrative support, data entry, note-taking, and presentation creation.
Comfortable working both independently and collaboratively within a team.
Experienced in leveraging AI tools like ChatGPT to improve efficiency and support decision-making.
Warm, personable, and easy to work with; strong cultural and personality fit.
Eager to learn, grow, and contribute long-term within the company.