Business Operations Coordinator

We are looking for a highly organized and proactive Business Operations Coordinator to support the seamless execution of daily business activities. This role serves as the backbone of operational efficiency, ensuring effective communication across teams, managing administrative processes, and optimizing logistics and stakeholder coordination. The ideal candidate is detail-oriented, resourceful, and committed to improving workflows, maintaining compliance, and enhancing overall customer and employee experience.

1. Operational Support & Coordination

• Manage the admin mailbox, 3CX, and social media chats to respond to basic client inquiries and requests.
• Support daily operational tasks, including but not limited to job dispatching, routing, and client coordination.

2. Administrative & Documentation Support

• Maintain and update records, reports, and operational documents.
• Prepare operational guidelines, manuals, and SOPs (Standard Operating Procedures) with the support and approval of the Process & Operations Lead.
• Ensure compliance with internal policies and industry regulations.
• Update internal trackers and dashboards, following up with task owners to ensure progress.
• Prepare internal reports, draft memos, meeting minutes, and update process flows.
• Schedule meetings, align on internal tasks, and check availability for stakeholders.

3. Data Entry & Reporting

• Collect, analyze, and organize operational data for performance reporting.
• Generate reports to support decision-making and efficiency improvements.
• Maintain and update internal databases and filing systems.

4. Logistics & Resource Management

• Coordinate inventory, procurement, and resource allocation.
• Support scheduling and tracking of shipments, deliveries, and other logistics.

5. Vendor & Stakeholder Coordination

• Assist in managing relationships with vendors, suppliers, and service providers.
• Support contract management, negotiations, and vendor documentation.
• Coordinate and facilitate communication between external partners and internal teams.

6. Process Improvement & Compliance

• Identify and suggest improvements to streamline operational workflows.
• Ensure adherence to company policies, industry regulations, and safety standards.
• Assist in implementing new processes and system upgrades.

7. Customer & Employee Support

• Address operational inquiries and resolve basic issues for employees and clients.
• Coordinate the operational onboarding of new employees by scheduling inductions, introducing them to internal systems (e.g., Jobber), and guiding them through initial administrative and work setup.

8. Scheduling & Coordination

• Manage scheduling of meetings, training sessions, and events.
• Coordinate tasks, deadlines, and workflows to maintain efficiency.
• Ensure that team members are aligned on daily operational priorities.

9. Sales & Client Support

• Draft quotes and agreements based on Sales Executive input and approval.
• Send reports to clients, prepare slides for performance discussions, and ensure timely updates.
• Assist in organizing and maintaining sales documentation and agreements.
• Update lead trackers/CRM to ensure accurate and up-to-date records.

Requirements:

• Education & Experience: Bachelor's degree in Business Administration or related field (preferred) with proven experience in operations, administration, or coordination roles.
• Organizational Skills: Strong ability to manage multiple priorities, track deadlines, and maintain accurate records.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Outlook, PowerPoint) and familiar with CRM, scheduling, and operational tools (e.g. 3CX).
• Communication Skills: Excellent written and verbal communication skills for client, vendor, and internal team coordination.
• Customer Service & Stakeholder Management: Experience handling inquiries, resolving issues, and managing relationships with vendors and clients.
• Problem-Solving & Process Improvement: Ability to analyze inefficiencies, suggest workflow improvements, and support compliance with company policies.
• Time Management & Coordination: Skilled in scheduling meetings, coordinating workflows, and ensuring team alignment on priorities.
• Industry Knowledge (Preferred): Understanding of logistics, compliance, and operational best practices in service-based industries.

This role is ideal for someone with strong multitasking skills, attention to detail, and the ability to work collaboratively across teams. If you're passionate about driving efficiency and ensuring smooth operations, we encourage you to apply