Operations Coordinator

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:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., create a weekly KPI dashboard or process tracker from sample data)
4. Client Interview
5. Offer & Background Verification