Operations Coordinator

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

Initial Phone Screen

Video Interview with Pavago Recruiter

Practical Task (e.g., create a weekly KPI dashboard or process tracker from sample data)

Client Interview

Offer & Background Verification

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