Operations & Client Coordinator

Hip Image is a Calgary-based experiential marketing agency seeking a part-time Operations & Client Coordinator to support day-to-day operations and client communication. This role is ideal for someone who is organized, detail-oriented, and comfortable managing multiple tasks efficiently. Responsibilities include coordinating client requests, maintaining accurate records, and supporting internal operations to ensure smooth workflow. The position is remote and part-time, with a flexible schedule of 15–25 hours per week. This is a remote, part-time contract position for someone who is highly organized, proactive and enjoys coordinating multiple projects at once. This is not a traditional administrative assistant role, and it's not a high-pressure sales position. Instead, you'll play an important role in supporting our client experience—from preparing proposals and organizing event details to tracking projects and helping improve our internal systems. As our business grows, this role has the opportunity to grow with it. What You'll Be Responsible For Client Proposals & Quotes Prepare professional proposals using existing templates Customize pricing, branding and event details Proofread proposals before sending Update proposal templates as needed Track outstanding quotes and follow-up dates Event Coordination Organize client information and event details Collect logos, brand guidelines and creative assets Prepare internal event documents and production sheets Ensure event information is complete and organized Maintain event timelines and checklists Operations & Administration Organize Google Drive and shared files Maintain proposal and event templates Build and maintain simple tracking systems in Monday.com Organize contact lists and client information Help document repeatable processes and workflows Assist with general business administration Client Communication Follow up with clients for required information Schedule meetings when required Respond to basic client inquiries Send reminders and confirmations Assist with post-event follow-up and thank-you communications Business Development Support Research prospective clients and events Build prospect lists Track leads and opportunities Support follow-up after networking events Help maintain a simple sales pipeline We're Looking For Someone Who Loves organization and creating efficient systems Is naturally proactive and takes initiative Has exceptional attention to detail Enjoys working independently Is comfortable juggling multiple priorities Communicates professionally and confidently Enjoys helping a creative business grow Wants to become an important member of a small team Qualifications Preferred experience in one or more of the following: Project Coordination Marketing Coordination Event Coordination Client Services Executive Assistance Operations Coordination Agency Account Coordination Technical Skills Experience with the following is preferred: Google Workspace (Docs, Sheets, Drive and Calendar) Microsoft Office Canva Monday.com (or willingness to learn quickly) Zoom and Google Meet Most importantly, you're someone who enjoys creating organized, efficient systems and keeping projects moving forward. Bonus Points If You Have Experience In Events Marketing Public Relations Corporate Hospitality Experiential Marketing Creative agencies What Success Looks Like Within your first few months you will: Own the proposal preparation process Keep event information organized and up to date Create efficient systems that save the team time Help ensure every client receives a polished, professional experience Become the go-to person for keeping projects organized and moving projects forward Compensation $30 CAD/hour Part-time contract (15–25 hours/week) Flexible daytime hours Fully remote Opportunity for increased hours as the business grows The position will begin with a paid trial period to ensure it's the right fit for both you and Hip Image. To Apply Please send us: A short introduction about yourself Your resume Why you're interested in working with Hip Image Your availability Your hourly rate (if different) Examples of similar work (if available) We're less interested in finding someone with the perfect resume than we are in finding someone who is organized, dependable, eager to learn, and excited to become a valued part of our team. If this sounds like you, we'd love to hear from you.