Operations Manager

ABOUT ORCHESTRA

Orchestra is a strategic communications and marketing company built for today’s complex and fragmented world. From decoding audiences to designing bold strategies, Orchestra integrates people, platforms, and stories that stick to help clients build lasting influence. The company offers programs that span from the highest level strategic business counsel through to tactical execution. Orchestra brings together 700+ people with experience across consumer and lifestyle, technology, nonprofit and philanthropy, real estate, sports, travel, hospitality, and more. Made up of leading firms BerlinRosen, Civitas Public Affairs Group, Derris, Glen Echo Group, Inkhouse, M18, Message Lab, Onward and Small Girls PR. It also launched Brightmode, a talent acquisition firm for communications professionals, and Versus Media Group, a strategy-first political media team. Learn more at www.orchestraco.com.

People of all backgrounds and abilities are strongly encouraged to apply. Orchestra is committed to building and maintaining a diverse staff, and recognizes that its continued success depends on hiring and retaining high-quality creative professionals with a variety of backgrounds and experiences. Opportunities for advancement exist, and we are committed to helping all staff develop and grow.

ABOUT THE BERLINROSEN CAMPAIGNS TEAM

The Campaigns team is a leading Democratic political consulting and direct mail firm with a record of winning tough races. We have an in-house creative studio that specializes in brand strategy, copywriting, design and direct mail production. We serve as creative partners to our clients, helping them solve their biggest challenges from brainstorming to creative production and execution. Together, we’re a team of strategists, copywriters, branding experts, designers and strategists. 

ABOUT THE ROLE

BerlinRosen Campaigns is hiring an Operations Manager to support daily business operations, production workflows, and financial coordination across the team. This role serves as a key operational partner to the Managing Partner and senior leadership, ensuring projects run smoothly, budgets are accurate, and internal systems support the team’s work.

The Operations Manager will collaborate closely with finance, production, creative, and PMO stakeholders, managing day-to-day account coordination, vendor relationships, and financial tracking in Hubspot. This role is ideal for someone who is highly organized, detail-oriented, and motivated by mission but grounded in process—someone who brings rigor to systems while enabling teams to do their best creative work.

Role location: This role is based in our New York, N.Y. office on a hybrid basis. The Campaigns team is in-office at least 3 days per week.

ACCOUNTABILITIES & QUALIFICATIONS

As the Operations Manager on the BRC team, you will:

Financial & Budget Management

• 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

Operations, PMO & Systems

• 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

Contracts, Vendors & Production

• 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

Essential skills:

• 1-3 years of experience in operations, finance, production management, PMO, or related administrative roles
• Experience with Democratic campaigns or political consulting strongly preferred
• 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
• Familiarity with tools such as NetSuite, Emburse, Quickbase, HubSpot, Wrike, or similar platforms (or eagerness to learn)
• Flexibility to adapt creatively to the requirements of different clients and audiences
• Some night and weekend availability required 

WORKING AT ORCHESTRA

Salary Range: $65,000-$75,000 (commensurate with experience and skills)

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