Operations Coordinator

Who we are
We’re GoSpooky: the ones who get all things social. A global agency made for the social era. We grow brands through content, community and commerce, keeping them at the forefront of culture. Social isn’t just first, it’s the foundation.

From creatives and commerce specialists to game designers and data analysts, we cover the full social spectrum. If it shapes internet culture, we’re on it, making fast, bold and relevant work that actually gets shared.

From TikToks that breaks the for you page, to creator stories built with real community insights, all the way to TikTok Shop, social affiliates and live social shopping that convert in real time.

As official partners of Instagram and Snapchat and partners and social affiliates of TikTok (Shop), we work with brands like KLM, JBL, Samsung, Prime Video and HEMA. Driven by bold ambition, endless creativity and authentic people, our teams think ahead, react fast and keep brands culturally relevant. Whether it’s live social shopping, creator management, social-first campaigns or turning a trend into a brand moment.

We’re always looking for fresh energy: people who bring new perspectives, challenge the norm and help us and our clients evolve. If you love shaking up social, thinking big and moving fast, you’ll fit right in.

The Role

As an Operations Coordinator, you are the administrative heartbeat of our agency. You are the guardian of our operational data quality and logistical workflows. By ensuring our systems (Productive, Airtable) function as a flawless 'single source of truth', you enable the Resource Manager and Project Leads to make data-driven decisions on capacity and profitability. Reporting to the Head of Operations, you manage the logistical flow behind our freelancers, track agency-wide absences, and ensure operational hygiene, allowing the senior Ops team to focus on strategy and execution.

What you’ll do

• Managing the daily setup and maintenance of our core tools (Productive and Airtable). Ensuring rate cards are updated, project templates are correct, and new employees are properly set up.
• Acting as the first line of defense for data accuracy. Checking weekly timesheets for completion and ensuring time is logged correctly. Actively chasing team members for missing inputs, escalating to the Resource Manager when senior staff consistently drops the ball.
• Ensuring the administrative machine runs smoothly, while the Resource Manager books the freelancers. Handling the onboarding of new talent, managing contracts, and ensuring NDAs and paperwork are signed and stored before any work begins.
• Keeping our freelancer database (the Flexible Layer) up-to-date with current rates, portfolios, and availability, turning it into a highly usable asset for the planning team.
• Monitoring sick leave, holidays, and compensation days. Proactively informing the Resource Manager and Project Leads of any absences so they can adjust the capacity puzzle in real-time.
• Setting up and maintaining operational dashboards to track key metrics (like billability) for the Unit Leads. Additionally, assisting in updating the "GoSpooky operational policies" and playbooks, ensuring knowledge is documented and accessible.
• Identifying inefficiencies in existing processes, proposing workflow improvements, and supporting the rollout of new (AI) automations for administrative tasks.
  

What we’re looking for

• 1-3 years of experience in an administrative, operational, or PM support role, preferably within an agency environment
• A strong eye for detail, with the ability to spot data issues others may overlook, and a drive to create order out of chaos and thrive on keeping systems clean and organized
• Confidence to hold your ground and proactively chasing senior staff (Project Leads, Creatives) for timesheets or administrative inputs when deadlines are at risk
• Experience with agency management software (Productive is a massive plus!) and being comfortable learning new software quickly, acting as a 'super-user' for the wider team
• A proactive mindset: you don't wait for a process to break; you flag bottlenecks early and shape solutions yourself

What’s in it for you?

• Flexible holiday policy for a proper recharge
• Commuting allowance
• Remote working possibilities in agreement with your team
• A MacBook for peak productivity
• Training opportunities to develop your skills and grow with us
• Healthy communal lunches to keep you fueled
• Fun events to connect, recharge, and bond as a team
• Phone allowance of up to €25/month (depending on your role)
• Unlimited mental health support via OpenUp
• A pension plan where you contribute a percentage of your salary
• Gift card and birthday wishes every year
• Dutch classes for international team members

Apply for the job
So, do you want to join our team? We’d love to hear from you!   Please note: a valid EU work permit is required for this role.

GoSpooky is an equal-opportunity employer. Our hiring decisions are based on objective measures and we will not discriminate against any aspect of your identity. We believe that a diverse team is crucial to our collective success and value an inclusive culture where everyone can make their impact and bring their true unique selves to work.