Operations Coordinator

Brass Animals is a growing entertainment company that brings the energy of New Orleans brass bands to modern music. We've worked with leading brands, including Google, Salesforce, and the Chicago Blackhawks, delivering memorable performances for corporate events, weddings, and private celebrations.

We're seeking a detail-oriented, tech-savvy Operations Coordinator to support our business operations, marketing execution, and administrative processes.

This is a hands-on, execution-focused role working directly under the Operations & Finance Manager. The ideal candidate is highly organized, proactive, and comfortable managing multiple tasks in a fast-paced remote environment. Strong, hands-on GoHighLevel (GHL) experience is required. We're looking for someone who can work confidently within the platform from day one.

About Brass Animals

Brass Animals is a growing entertainment company that brings the energy of New Orleans brass bands to modern music. We've worked with leading brands, including Google, Salesforce, and the Chicago Blackhawks, delivering memorable performances for corporate events, weddings, and private celebrations.

We're seeking a detail-oriented, tech-savvy Operations Coordinator to support our business operations, marketing execution, and administrative processes.

This is a hands-on, execution-focused role working directly under the Operations & Finance Manager. The ideal candidate is highly organized, proactive, and comfortable managing multiple tasks in a fast-paced remote environment. Strong, hands-on GoHighLevel (GHL) experience is required. We're looking for someone who can work confidently within the platform from day one.

Core Responsibilities

1. Sales & Marketing Operations

• Support outbound campaigns and automated follow-ups using GHL, Instantly, and other sales tools.
• Assist with marketing campaign execution, newsletters, and content coordination.
• Monitor existing automations and flag issues affecting lead capture or campaign performance.
• Support marketing reporting and maintain accurate campaign records.

2. Revenue Operations & Reporting

• Maintain accurate reporting data and assist with lead attribution and CRM data quality.
• Update weekly KPI trackers and prepare routine sales and performance reports.
• Coordinate reporting inputs and follow up on missing information.
• Support the use of existing AI-powered reporting and sales tools.

3. Finance & Invoicing Support

• Create and send client invoices in GHL based on approved agreements and payment terms.
• Monitor outstanding balances and manage assigned payment follow-ups.
• Assist with vendor payment tracking and documentation in BILL.com.
• Identify billing discrepancies and elevate issues requiring approval.

4. Operations & Gig Administration

• Support gig coordination and musician onboarding through Greenroom.
• Track agreements, W-9 forms, staffing confirmations, and payment setup requirements.
• Maintain operational records and follow up on outstanding administrative tasks.
• Assist with customer review processes, compliance tracking, and arrangement coordination.

5. Administrative & Media Coordination

• Maintain task trackers, SOPs, and internal documentation.
• Coordinate routine communications with clients, vendors, and internal teams.
• Organize performance footage and coordinate deliverables with video editors.
• Provide regular task updates and flag operational issues requiring attention.

Tools & Systems

• Required: GoHighLevel (CRM, conversations, workflows, invoicing, and reporting).
• Operations: Make.com, Airtable, Asana, Google Workspace.
• Sales & Marketing: Instantly, tiktok,Expandi, Linkedin, Instantly, Google Ads, Meta, Microsoft Advertising.
• Finance: BILL.com, QuickBooks.
• AI & Automation: Claude, Claude code, Lovable, and similar AI-powered tools.
• Collaboration: Slack, Fireflies.

Experience with all listed tools is not required, but candidates must be comfortable learning and working across multiple platforms.

Compensation: $800 USD/month/ 40hours

Requirements

• Minimum 2 years of experience in operations coordination, administrative support, marketing operations, or a related role.
• Proven, hands-on GoHighLevel experience is mandatory , including invoicing, conversations, workflows, and CRM administration.
• Experience creating invoices, tracking payments, and managing client follow-ups.
• Strong organizational skills and exceptional attention to detail.
• Proficienc