Business Operations Coordinator

Key Responsibilities

Founder & Executive Support
- 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 - Smart Sheet 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
Document & Knowledge Management
- 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

Experience & Attributes

• 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