Operations & Compliance Coordinator

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SmartPA

WebsiteLinkedInAll Job Openings

201 - 500 employees

❝Outsource your admin, grow your business❞SmartPA ultimately:🗹 Increase efficiency🗹 Drive productivity🗹 Maximise profitsTraditional business models and working practices have changed in recent years. Driven by pressures of the global economy, cost, efficiency goals, and personal work/life balance incentives.Consumer habits have also evolved, and businesses need to serve their customers when, where, and how they want. Hire a Virtual Assistant and never miss out on that important customer again.As an agile outsourcing service provider over a decade of experience, SmartPA integrates seamlessly into our clients’ processes, systems, and culture. We become an extension of their team helping to drive efficiencies and generate competitive advantage.Our mission is to deliver sustained improvement – every step of the way.We train and mentor our resource pool so we can be relied on to make a continuous positive impact on business operations. With the widest range of administrative skills backed up by a global support community, together we are unstoppable.➤ Smart Service Customer experience is at the core of what we do. This means we take pride in ensuring that our service packages are tailored to the specific needs of our clients.➤ Virtual PA ServicesSupporting businesses with diary & email management, transcription, typing, document production and more. Specialist Virtual PA services include EA, HR & Employment, Bookkeeping and Supplier Management, CRM management, social media, and marketing support.➤ Call AnsweringNo more missed calls, missed sales, or missed opportunities. Our professionally trained team can help you with appointment booking, overflow and message taking.➤ EnterpriseWe’ve learned and perfected how best to provide agile, flexible, and scalable virtual support for clients of all sizes across the globe. Drawing on a virtually limitless global pool of talent, enabling us to support your business 24/7x365 worldwide.

📋 Description

• Act as the primary operational liaison for internal and external legal reviews. • Track contract lifecycles through complex review stages, collate necessary documentation (such as vendor details, data descriptions, and use-case summaries), and proactively chase responses to ensure deadlines never fall through the cracks. • Navigate and track the approval process for accessing internal and external datasets. • Coordinate usage agreements and licenses with external providers, maintain a comprehensive dataset inventory (tracking restrictions and owners), and shepherd proposals through privacy and ethics review processes. • Manage the end-to-end purchase order (PO) lifecycle for team expenses, software licenses, and data access. • Support technical and product teams with structured data entry, formatting tasks, and competitive landscape tracking to keep key data repositories and market intelligence trackers completely up to date. • Work closely alongside program managers, internal legal counsel, and dataset providers to bridge communication gaps, formalize operational responsibilities, and ensure seamless cross-functional alignment.

🎯 Requirements

• Proven experience in an Operations, Compliance, Risk Administration, or advanced Technical Administration role within a structured corporate environment. • Practical experience managing complex administrative workflows that require cross-functional approvals (e.g., tracking legal contracts, procurement lifecycles, or data governance). • Exceptional, proven stakeholder management skills, with comfort communicating alongside legal counsel, finance teams, and technical program owners. • Experience building and maintaining tracking tools, compliance logs, or databases to monitor task dependencies and contract timelines. • Advanced proficiency in Google Workspace tools, specifically Docs, Slides, and Google Sheets for data interrogation and executive reporting. • An exceptional, proven eye for detail and a highly methodical approach to managing documentation and compliance guardrails. • Familiarity with contract lifecycle management (CLM) platforms or procurement software (e.g., Ironclad) is desirable. • Practical experience or a high aptitude for leveraging AI platforms and LLMs (such as Gemini) to streamline routine tracking or data cleaning tasks.

🏖️ Benefits

• Competitive Salaries • Department Incentives • 33 Days Holiday • Employee Assistance Programme