Influencer Creator Vendor Operations Coordinator

Employment Type: Freelance

Job Description

We are seeking a highly organized, detail-focused Influencer & Creator Vendor Operations Coordinator to support the efficient management of vendor relationships, contracts, invoicing, and payment workflows. This freelance role is ideal for an operations professional who can bring structure and visibility to complex, cross-functional processes involving creator and influencer partners.

You will serve as a central point of contact for vendor operational needs, helping ensure documentation is complete, financial records are accurate, and stakeholders have clear status updates throughout the vendor lifecycle.

Core Responsibilities
Financial Systems & Process Execution

• Manage invoicing activities accurately and on schedule.
• Enter and maintain vendor, campaign, and financial information in internal systems, including SBMS.
• Monitor payment and project progress and provide timely updates to internal stakeholders.
• Track campaign budgets and reconcile data across contracts, invoices, budget trackers, and system records.

Vendor Contract & Documentation Management

• Coordinate vendor onboarding by collecting W-9s, bank authorization forms, and other required compliance documentation.
• Validate vendor information against executed contracts, including names, rates, payment terms, and banking details.
• Respond to vendor questions related to billing, payment status, and operational processes.
• Partner with Finance and Vendor Maintenance teams to ensure vendors are established correctly in internal systems.
• Identify and resolve discrepancies across contracts, invoices, vendor records, and campaign details before they affect payment processing.

Process Coordination & Improvement

• Coordinate communication among Brand Strategy, Finance, Legal, Vendor Maintenance, account teams, and external vendors.
• Maintain complete, organized records and process documentation in alignment with operational and compliance requirements.
• Identify recurring bottlenecks and recommend practical improvements to increase turnaround time and visibility.
• Create and maintain trackers, status reports, and checklists to support consistent execution.
• Escalate urgent contract, payment, or vendor setup issues with clear context and recommended next steps.

Qualifications & Experience

• 3+ years of experience in operations, project management, vendor management, billing, finance coordination, or a related area.
• Experience in media, marketing, advertising, legal, entertainment, or the creator economy is preferred.
• Demonstrated ability to manage complex workflows across multiple internal and external stakeholders.
• Exceptional attention to detail when handling contracts, invoices, financial data, and administrative documentation.
• Strong written and verbal communication skills, with the ability to work effectively across Finance, Legal, client-facing teams, and vendors.
• Proactive, solutions-oriented approach with the ability to anticipate issues and drive resolution.
• Experience with financial, procurement, billing, media, or vendor-management systems is strongly preferred.
• Advanced proficiency in Microsoft Excel or Google Sheets, including reconciliation, reporting, and tracker development.
• Bachelor’s degree in Business, Communications, Operations, Finance, or a related field preferred.