Operations Coordinator

GoSpooky

Operations Coordinator at GoSpooky managing administrative data quality and logistical workflows. Ensuring operational efficiency for teams while handling freelancer management and data accuracy.

Posted 5/23/2026full-timeAmsterdam • 🇳🇱 NetherlandsJunior💰 €35,000 - €45,000 per yearWebsite

About the role

Key responsibilities & impact

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

Requirements

What you’ll need

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 chase 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

Benefits

Comp & perks

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

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Hard Skills & Tools

data accuracyproject management supportworkflow improvementsadministrative taskstimesheet managementcontract managementonboardingdashboard setupprocess optimizationAI automation

Soft Skills

attention to detailproactive mindsetorganizational skillscommunication skillsproblem-solvingability to chase inputsadaptabilityteam collaborationconflict resolutiondrive for order