Business Operations Coordinator

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🕒 April 20

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Outsourced Staff

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Outsourced Staff is a company that specializes in providing high-caliber remote teams for various roles including software development, IT support, digital marketing, and customer service. With over 25 years of experience, they focus on matching businesses with exceptional talent to aid in their growth, ensuring candidates are thoroughly screened for skills and cultural fit. The company offers a wide range of outsourced solutions, including virtual assistance, software development, and customer support, promoting efficiency and productivity for their clients.

📋 Description

• 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 • 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 • Coordinate across the consulting team and track internal action items • 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 • 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 administration on track • Maintain structured document management across Microsoft 365 and SharePoint • Support internal templates, SOPs, and operational files • Document and refine processes for repeatable tasks • Identify inefficiencies and recommend improvements over time

🎯 Requirements

• 3 to 5 years in an operations coordinator, business administrator, or senior EA role, ideally within professional services or consulting • Hands-on experience with HubSpot or similar CRM • Comfortable working in Xero and a project management or PSA tool; ProjectWorks experience is 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