Are you an experienced operations, EA or office support professional who loves creating structure, keeping things moving and staying one step ahead? This newly created role offers the opportunity to become the operational backbone of a growing boutique business, working closely with the owner to help bring greater organisation, efficiency and consistency to the day-to-day running of the company.
Our Client
Our client is a boutique London-based managed service provider delivering high-level support and strategic technology services to a discerning client base. Working with family offices, private equity firms and high-net-worth individuals, they pride themselves on offering a premium, highly responsive and discreet service.
With a small, close-knit team and exciting growth plans, they are now looking for a highly organised Operations Coordinator to introduce greater operational structure and support the owner with the smooth running of the business.
The Role
This is a hands-on operations coordination role with a broad remit spanning operational support, scheduling, finance administration, PA support and general business coordination.
You will take ownership of the day-to-day operational rhythm of the business — tracking activity, flagging issues, managing schedules, handling invoices and quotes, and ensuring actions are followed through. You’ll also provide PA-level support to the owner, including diary management, and take responsibility for maintaining the company’s LinkedIn posting schedule.
This is not a technical role, and no IT background is required. However, you will need to be highly organised, comfortable using business software and confident learning new systems quickly. Several processes are still being formalised, so this role would suit someone who enjoys building structure where it does not yet exist.
The role is also expected to evolve over time as further responsibilities are delegated within the growing business.
Key Responsibilities
Operational Coordination
• Review the service desk activity daily, identifying overdue or stalled items and flagging anything requiring attention
• Produce concise daily summaries for the owner
• Prepare weekly briefing information ahead of one-to-one meetings with team members
• Track client contract renewal dates and flag upcoming renewals in advance
• Coordinate onboarding logistics for new clients, including scheduling, documentation and communications
• Follow up on outstanding actions internally and externally
• Manage hardware quoting processes, supplier pricing, quote preparation and order processing
Finance & Invoicing
• Support monthly bookkeeping activities including transaction categorisation and reconciliations using Sage Business Cloud
• Assist with invoicing processes and ongoing billing administration
Scheduling & PA Support
• Manage quarterly client review scheduling and maintain rolling calendars
• Follow up on sales leads and outstanding actions where appropriate
• Provide diary and calendar management support for the owner
• Coordinate travel arrangements and logistics
• Process expenses and manage receipt administration
• Chase suppliers regarding invoices, quotes and deliveries
• Support with general administration as required
Phone Answering
• Professionally answer incoming business calls during working hours
• Screen calls appropriately and provide a professional first point of contact for clients and prospects
Marketing Support
• Manage the company LinkedIn posting schedule using content prepared by the owner
• Schedule and publish posts and flag when additional content is required
About You
This role would suit someone who has previously worked as an Operations Coordinator, Office Manager, EA or PA with operational responsibilities and who is confident stepping into a growing business environment.
You will be:
• Highly organised and systematic — this is the core requirement
• Comfortable building processes and structure where needed
• Professional, articulate and confident communicating with high-end clients
• Discreet and trustworthy, with strong attention to confidentiality
• Proactive in chasing actions and following things through
• Comfortable working with ambiguity and evolving responsibilities
• Adaptable and happy working in a role that will grow over time
• Confident learning and using business software and systems quickly
Experience with tools such as Sage Business Cloud, Microsoft 365, Teams, SharePoint or LinkedIn scheduling would be beneficial, although training can be provided for the right person.
What’s on Offer
• Permanent part-time opportunity
• 20–25 hours per week across a minimum of four days, ideally five
• Flexible remote working with occasional in-person meetings in London
• Salary of £30,000–£35,000 FTE pro rata
• Pension scheme and holiday entitlement pro rata
• Opportunity to join a growing, entrepreneurial business in a highly trusted support role
Interested?
If you enjoy creating order, staying organised and helping a business operate more effectively behind the scenes, we’d love to hear from you. Apply today with your CV and a brief covering note outlining your relevant experience.
We're really good at keeping our job board up to date, so if the link for this role works, we are still accepting applications and we'd love you to apply.
*full time equivalent – actual salary will depend on hours worked.