Operations Coordinator

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours
Location: Remote (LATAM, South Africa, Pakistan, Eastern Europe Preferred)

About the Role

Our client is seeking a highly organized and execution-focused Operations Coordinator to support day-to-day business operations across multiple departments. This role is responsible for ensuring workflows stay organized, operational tasks are completed on time, records remain accurate, and leadership has visibility into performance and priorities.

The Operations Coordinator serves as a central point of coordination between teams, helping improve efficiency, accountability, and communication across the organization. This role is ideal for someone who thrives in structured environments, enjoys solving operational problems, and can balance recurring workflows with fast-moving priorities.

ResponsibilitiesProcess Coordination

• Track workflows and operational tasks across departments including finance, HR, customer service, logistics, marketing, and operations
• Ensure operational processes are completed according to timelines and SOPs
• Identify bottlenecks, delays, or inefficiencies and escalate issues proactively
• Support cross-functional execution by coordinating timelines, deliverables, and follow-ups
• Help maintain operational consistency and accountability across teams

Data Management & Reporting

• Maintain operational dashboards, trackers, and databases
• Generate weekly and monthly KPI reports related to productivity, workflow efficiency, utilization, and operational performance
• Ensure reporting accuracy, consistency, and timely delivery to leadership
• Monitor operational metrics and surface trends or risks to management
• Support leadership with ad hoc reporting and operational analysis

Documentation & SOP Management

• Maintain and update SOPs, workflows, operational guides, and compliance documentation
• Organize digital documentation across systems such as Google Drive, Notion, SharePoint, or internal platforms
• Ensure records remain audit-ready, accessible, and properly maintained
• Help standardize operational workflows and documentation practices

Vendor & Partner Coordination

• Coordinate with vendors and external partners regarding operational deliverables and service timelines
• Monitor vendor SLAs and escalate delays or issues when needed
• Route invoices, approvals, and operational requests appropriately
• Maintain organized records of vendor communication and documentation

Cross-Department Support

• Coordinate recurring operational tasks and cross-functional projects
• Follow up on action items and maintain accountability across teams
• Support leadership with research, scheduling, reporting, and operational initiatives
• Help improve communication and workflow visibility between departments

Compliance & Operational Controls

• Ensure operational processes follow internal standards and compliance requirements
• Maintain accurate operational logs, trackers, and audit documentation
• Support quality control and operational consistency across recurring workflows

What Makes You a Perfect Fit

• Highly organized with strong follow-through and execution discipline
• Strong multitasker capable of managing multiple workflows simultaneously
• Analytical mindset with attention to detail and process improvement opportunities
• Strong communicator comfortable coordinating across departments and stakeholders
• Proactive and ownership-driven, capable of identifying issues before they escalate
• Comfortable balancing structured recurring tasks with ad hoc operational needs

Required Experience & Skills

• 2+ years of experience in operations, coordination, project support, or business operations roles
• Strong proficiency in Microsoft Office and Google Workspace
• Experience working with CRM, ERP, or operational systems (Salesforce, HubSpot, NetSuite, or similar)
• Strong Excel or Google Sheets skills including dashboards, pivot tables, tracking systems, and reporting
• Excellent written and verbal English communication skills
• Strong organizational and time-management abilities

Ideal Experience & Skills

• Experience with process improvement methodologies (Lean, Six Sigma, Kaizen, or similar)
• Background building SOPs, trackers, and operational documentation
• Familiarity with project management and collaboration tools such as Asana, ClickUp, Monday.com, or Notion
• Exposure to reporting and data visualization tools such as Power BI, Tableau, or Looker
• Experience supporting fast-moving startups, agencies, SaaS companies, or service businesses

What Does a Typical Day Look Like?

An Operations Coordinator’s day revolves around keeping teams aligned, workflows organized, and operations running efficiently. You will:
• Monitor operational workflows and ensure tasks stay on track
• Update dashboards, KPI trackers, and operational reports
• Coordinate with departments and vendors regarding deliverables and timelines
• Follow up on open action items and resolve operational blockers
• Maintain SOPs, documentation, and operational records
• Support leadership with reporting, scheduling, and operational initiatives
• Help improve systems, workflows, and communication processes across the organization

In essence: you are the operational glue that keeps teams organized, workflows moving, and leadership informed.

Key Metrics for Success (KPIs)

• On-time completion of operational workflows and recurring tasks
• Accuracy and reliability of KPI reporting and dashboards
• Vendor and partner coordination effectiveness
• SOPs and operational documentation consistently updated and audit-ready
• Reduction in workflow bottlenecks and operational inefficiencies
• Positive stakeholder feedback regarding coordination and communication

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., build a KPI tracker or workflow dashboard from sample data)
• Client Interview
• Offer & Background Verification

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