Operations & Administration Coordinator

Key Responsibilities

• General office administration and coordination
• Filing and document management
• Scheduling meetings and diary coordination
• Booking travel, accommodation and logistics
• Taking meeting minutes where required
• General operational and administrative support
• Capturing and allocating expenses
• Basic bookkeeping administration
• Processing and raising invoices
• Tracking payments and maintaining payment schedules
• Updating spreadsheets and finance trackers
• Liaising with external accounting support
• Supporting administration on Sage or similar systems
• Tracking project action items and deliverables
• Following up on outstanding tasks across projects
• Assisting with coordination across multiple businesses and initiatives
• Supporting operational execution and project progression
• Assisting with presentations, reporting and documentation
• Helping improve administrative systems and processes
• Supporting supplier, subcontractor and operational coordination
• Assisting with procurement and project logistics where required
• Helping ensure operational momentum across projects and business activities

• Managing leadership diaries, schedules and meeting coordination
• Assisting with personal and business administrative tasks
• Coordinating travel, accommodation and logistics
• Helping prioritise and track key action items
• Following up on outstanding items with internal and external stakeholders
• Assisting leadership with day-to-day operational coordination
• Preparing documents, presentations and reports where required
• Acting as a central coordination point across projects and business activities

• Relevant qualification in Administration, Business Administration, Office Management, Finance, Accounting or related field advantageous
• Approximately 3–5 years’ administration, operations coordination, executive assistant or business support experience
• Exposure to bookkeeping or finance administration advantageous
• Strong Microsoft Office skills, particularly Excel
• Experience using Sage or similar systems advantageous
• Strong organisational, multitasking and communication skills
• Ability to work independently, take initiative and manage multiple priorities
• Comfortable working in a fast-paced entrepreneurial environment
• Proactive, adaptable and solutions-driven personality
• Good knowledge of office IT setup, including setting up new equipment and updating the equipment register

• Exposure to bookkeeping or finance administration
• Experience using Sage or similar accounting software
• Experience supporting multiple projects or stakeholders simultaneously
• Exposure to SME, startup or entrepreneurial business environments
• Exposure to construction, project coordination or operational environments advantageous

• Self-starter with strong initiative
• Highly organised under pressure
• Comfortable operating in fast-moving environments
• Takes ownership and solves problems proactively
• Able to adapt quickly as priorities shift
• Strong follow-through and accountability
• Comfortable wearing multiple hats
• Practical, hands-on and execution-focused
• Able to identify gaps and improve systems independently
• Comfortable working closely with leadership and managing multiple priorities
• Thrives in entrepreneurial and high-growth business environments

• Problems are solved before they escalate
• Leadership can rely on strong follow-through and accountability
• Operations run smoother because of your involvement
• Tasks are driven to completion without constant follow-up
• You bring structure and momentum to fast-moving project
• You help improve systems and operational efficiency as the business grows