Operations Associate

Summary

Join Darkroom, a rapidly growing omnichannel marketing agency, as their Operations Associate! This fully remote role, open to candidates in Portugal and Spain, is key to executing core operational processes. You will support client onboarding and staffing, internal process optimization, and operational reporting. The position requires strong organizational skills, proficiency in Notion, and the ability to adapt to new technologies. Darkroom offers a competitive salary, unlimited vacation, a remote-first culture, growth opportunities, and flexible parental leave.

Requirements

• Professional or high-level competency in Notion
• Ability to quickly adapt to new technology and/or software
• Strong organizational skills with the ability to track, process, and report data efficiently
• Project and calendar management experience; Gmail and Slack
• Highly detail-oriented and organized
• Proactive communicator who anticipates and addresses needs before they arise
• Analytical problem-solver with a solution-oriented mindset
• Resourceful and able to work autonomously
• Comfortable working under tight deadlines in a fast-paced environment

Responsibilities

• Coordinate directly with clients to organize kick-off and offboarding calls, obtain necessary documentation and credentials, and maintain up-to-date client databases
• Work with Service Directors to ensure proper staffing on client accounts, track team capacities, and manage updates to the staffing ledger when changes arise (e.g., restaffing, change orders, offboarding clients)
• Compile and structure client decks for key meetings, ensuring all relevant data and insights are included in a polished, professional format
• Own the preparation, proper documentation, and leadership of internal client kick-off meetings. This includes setting agendas, ensuring all necessary documentation is in place, and leading discussions effectively
• Serve as the primary owner of Notion system maintenance, including database management, data hygiene, and troubleshooting to ensure efficient internal workflows
• Maintain up-to-date records across all internal platforms, including Notion, Google Suite, and Slack, ensuring consistency and accuracy
• Assist in developing and implementing company-wide operational projects, including drafting standard operating procedures (SOPs), training materials, and process improvements
• Provide updates on client onboarding/offboarding, client health status, and operational issues during weekly meetings
• Assist with calendar coordination and scheduling as needed

Benefits

• Unlimited Vacation Policy & Holidays: Rebooting is one of the most important parts of growth. At Darkroom, you have access to a flexible vacation policy and 10 holidays throughout the year to keep you recharged and sharp
• Remote-First Culture: Work from anywhere with a strong community base and regional hubs in LA, The Bay Area, New York, Philly, Sao Paulo, Lisbon, and Eastern Europe
• Endless Opportunities for Growth: Gain cross-functional experience in a fast-growing agency where you can expand your skills beyond your niche and stay at the forefront of the industry
• Parental Leave: Flexible parental leave benefits to support new parents during this important transition, ensuring time to bond with their families while maintaining work-life balance