Job description
Job Title: Operations Coordinator
Position Type: Full-Time, Remote
Working Hours: U.S. client business hours
About the Role:
Our client is seeking an Operations Coordinator to provide day-to-day support across core business functions. This role ensures that operations run smoothly by managing workflows, maintaining records, monitoring KPIs, and serving as a bridge between departments. The Operations Coordinator creates clarity, consistency, and efficiency in the daily running of the organization.
Responsibilities:
Process Coordination:
- Track workflows across departments (finance, HR, customer service, logistics, IT).
- Ensure operational tasks are completed on schedule and according to SOPs.
- Escalate bottlenecks or inefficiencies to management.
Data & Reporting:
- Maintain operational databases and dashboards.
- Generate weekly/monthly reports on KPIs such as productivity, resource utilization, and cost efficiency.
- Ensure all reporting is accurate, timely, and actionable.
Documentation:
- Maintain and update SOPs, process maps, and compliance documentation.
- Organize digital files in systems such as SharePoint, Google Drive, or Notion.
Vendor & Partner Coordination:
- Manage vendor communication, track service delivery, and ensure invoices are routed/approved.
- Monitor vendor SLAs and escalate issues.
Cross-Department Support:
- Coordinate between teams to align on projects, events, or recurring tasks.
- Support leadership with ad hoc operational projects and research.
Compliance & Controls:
- Ensure daily operations adhere to compliance and quality standards.
- Maintain accurate logs for audits or internal reviews.
What Makes You a Perfect Fit:
- Strong multitasker who thrives on organization and accountability.
- Analytical mindset with ability to spot trends and inefficiencies.
- Clear communicator who can work across functions.
- Comfortable balancing routine tasks with special projects.
Required Experience & Skills (Minimum):
- 2+ years in operations, coordination, or business support roles.
- Proficiency with Microsoft Office/Google Workspace.
- Familiarity with ERP, CRM, or operational systems (Salesforce, HubSpot, NetSuite, or equivalent).
- Strong Excel/Google Sheets skills (dashboards, pivot tables, KPI tracking).
Ideal Experience & Skills:
- Background in process improvement (Lean, Six Sigma, Kaizen, etc.).
- Experience preparing SOPs and operational documentation.
- Exposure to data visualization tools (Power BI, Tableau, Looker).
- Industry experience in services, SaaS, logistics, or professional firms.
What Does a Typical Day Look Like?
An Operations Coordinator’s day is defined by keeping business functions aligned, efficient, and on track. You will:
- Monitor workflows across multiple departments to ensure daily tasks and projects are completed on time.
- Update operational dashboards with the latest data and distribute KPI reports to management.
- Maintain accurate records and SOPs, ensuring documentation reflects current practices.
- Communicate with vendors and partners to confirm service delivery, resolve issues, and track SLAs.
- Coordinate cross-departmental projects, following up on action items and escalating risks.
- Support leadership with ad hoc analysis, reporting, or operational initiatives.
In essence: you act as the glue of the organization’s operations, ensuring processes are efficient, information is accurate, and leadership has visibility into daily performance.
Key Metrics for Success (KPIs):
- On-time completion of operational workflows.
- Accuracy of KPI reporting and dashboards.
- Zero missed vendor/service obligations.
- SOPs and records consistently updated and audit-ready.
- Positive feedback from stakeholders on communication and coordination.
Interview Process:
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (e.g., create a weekly KPI dashboard or process tracker from sample data)
- Client Interview
- Offer & Background Verification
