Business Operations Coordinator
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AI Summary
This client is a fast-growing consulting business operating in a highly regulated sector. The team has expanded from 2 to 7 people in a short period, and the pace of growth is increasing. As the operational load increases, the Founder needs a central coordination layer that keeps the business running efficiently, information flowing cleanly, and day-to-day structure intact.
This role sits at the intersection of executive support, operations coordination, and business administration. The right person will be proactive, organised, and comfortable working across systems, people, and priorities simultaneously. They will act as a reliable extension of the Founder, absorbing operational load so the business can scale without everything flowing through one person.
\n- Manage inbox, email triage, and meeting scheduling on behalf of the Founder
- Act as gatekeeper to the Founder's time and calendar
- Handle DocuSign, documentation, and administrative follow-ups
- Prepare materials for meetings, conferences, and travel
- Monitor communication channels and ensure timely responses
CRM & Business Development Coordination
- Maintain HubSpot CRM records, meeting notes, and follow-up actions
- Track proposal submissions and associated follow-up tasks
- Support coordination of conference meetings and relationship tracking
- Keep the pipeline organised and ensure no opportunities fall through the cracks
Operations Coordination
- Support coordination across the consulting team and track internal action items
- Familiarity with work management systems - Smartsheet a big Plus
- Support onboarding logistics for new consultants
- Ensure tasks are visible, followed up, and completed across the team
- Help maintain operational structure as the business continues to grow
Financial & Agreement Administration
- Support expense coordination and invoice documentation preparation
- Assist with administrative coordination in Xero and ProjectWorks
- Maintain organised records of client agreements and project documentation
- Liaise with relevant internal contacts to keep financial admin on track
- Maintain structured document management across Microsoft 365 and SharePoint
- Support the maintenance of internal templates, SOPs, and operational files
- Document and refine processes for repeatable tasks
- Identify inefficiencies and recommend improvements over time
- 3 to 5 years in an operations coordinator, business administrator, or senior EA role, ideally within a professional services or consulting environment
- Hands-on experience with HubSpot or similar CRM
- Comfortable working in Xero and a project management or PSA tool (ProjectWorks experience a bonus)
- Proficient in Microsoft 365, including SharePoint, Teams, and Outlook
- Strong written and verbal English communication
- High level of ownership and accountability, able to operate independently with minimal direction
- Organised, detail-oriented, and reliable under pressure
- Confident dealing with senior stakeholders and external clients
- Comfortable in a fast-moving, growing business where the scope will evolve
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