Operations Manager

Orchestra is a strategic communications and marketing company focused on helping clients build lasting influence. The Operations Manager will support daily business operations, production workflows, and financial coordination, ensuring projects run smoothly and budgets are managed accurately.

Responsibilities

• Monitor all print production jobs and track vendors, costs, postage, ganging opportunities, and specifics
• Manage and process purchase orders (POs), including obtaining approvals for all print-related orders (printing, postage, vendors, etc.)
• Coordinate with Accounts Payable (AP) to process vendor invoices and reconcile invoices
• Manage team credit card transactions and reconcile expenses
• Support account managers with the regular client intake, time tracking, contracting, and invoicing processes; enter and manage client finance data in HubSpot
• Create, maintain, and update client revenue forecasting
• Review client budgets to ensure they have been updated with actual production costs by account staff
• Review Open AR reports and conduct AR follow-ups with clients on outstanding invoices
• Contribute to revenue projections and forecasting
• Maintain and manage budget processes, including sensitive financial and confidential information
• Ensure internal systems meet team needs, including ease of use, integration with existing tools, and best cost value
• Serve as the Wrike point of contact for the team
• Maintain HubSpot pipelines and ensure accurate reporting
• Maintain client databases and internal records
• Create, maintain, and manage client contracts in Quickbase (Contracts App)
• Manage relationships with external vendors, including negotiating pricing agreements
• Track which clients use which printers and postage vendors, including expected margins and production assumptions
• Manage and track client finance and vendor invoices
• Oversee and manage the release of print jobs, including timelines, approvals, and production coordination
• Support managing ganging and other production efficiencies

Skills

• 1-3 years of experience in operations, finance, production management, PMO, or related administrative roles
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities in a very fast-paced, deadline-driven environment
• Proactive problem-solver with strong follow-through
• Strong communication and collaboration skills
• Ability to handle sensitive budgetary and other information with discretion
• Flexibility to adapt creatively to the requirements of different clients and audiences
• Some night and weekend availability required
• Experience with Democratic campaigns or political consulting strongly preferred
• Familiarity with tools such as NetSuite, Emburse, Quickbase, HubSpot, Wrike, or similar platforms (or eagerness to learn)

Company Overview