Operations Coordinator

Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details.

About the Opportunity

The company is seeking an Operations Coordinator to support day-to-day business operations and ensure workflows across departments remain organized, efficient, and on schedule.

This role is ideal for someone who thrives in structured environments, enjoys coordinating moving pieces across teams, and takes ownership of keeping operations running smoothly.

The individual will work across multiple functions including operations, finance, HR, customer support, logistics, and vendor coordination — helping maintain visibility, accountability, and operational consistency across the business.

This is not just an administrative support role. It requires strong organization, proactive communication, reporting accuracy, and the ability to identify operational bottlenecks before they become larger problems.

Key Responsibilities

Workflow & Operations Coordination

• Track workflows, tasks, and operational processes across multiple departments
• Ensure operational activities are completed accurately and on time
• Follow up with stakeholders to maintain accountability and execution
• Escalate delays, bottlenecks, or operational issues proactively
• Help maintain clarity and alignment across teams and priorities

Reporting & KPI Tracking

• Maintain operational dashboards, trackers, and reporting systems
• Generate weekly and monthly KPI reports related to productivity, efficiency, and operational performance
• Ensure reports are accurate, organized, and delivered on schedule
• Track operational metrics and identify trends or recurring issues

Documentation & SOP Management

• Maintain and update SOPs, process documentation, and internal operational records
• Organize digital files and systems using Google Drive, Notion, SharePoint, or similar platforms
• Ensure documentation remains structured, accessible, and audit-ready
• Support operational consistency through clear process documentation

Vendor & Cross-Functional Coordination

• Coordinate with vendors and external partners regarding service delivery and operational updates
• Monitor vendor timelines, SLAs, and issue resolution
• Route invoices, approvals, and operational requests appropriately
• Support cross-functional communication between operations, finance, HR, customer support, and leadership teams

Operational Support & Process Improvement

• Support leadership with operational research, reporting, and special projects
• Identify inefficiencies and opportunities to improve workflows and coordination
• Help improve systems, reporting processes, and operational visibility
• Maintain accurate operational logs and compliance-related records

What Makes You a Great Fit

• Highly organized and detail-oriented
• Ability to manage multiple priorities without losing track of details
• Clear and professional communication across departments
• Proactive problem-solving approach
• Enjoyment in building structure and improving operational clarity
• Comfort balancing recurring operational tasks with ad hoc requests

Required Experience & Skills

• 2+ years of experience in operations, coordination, administration, or business support roles
• Strong proficiency with Google Workspace and/or Microsoft Office
• Experience using operational systems such as HubSpot, Salesforce, NetSuite, or similar platforms
• Strong Excel or Google Sheets skills including dashboards, reporting, and KPI tracking
• Strong organizational, multitasking, and follow-through abilities
• Excellent written and verbal English communication skills
• Reliable internet connection and professional remote work setup

Preferred Experience

• Experience preparing SOPs and operational documentation
• Background in process improvement or workflow optimization
• Familiarity with Power BI, Tableau, Looker, or similar reporting tools
• Experience supporting SaaS, logistics, service-based, or professional services businesses
• Exposure to compliance documentation or audit preparation

What a Typical Day Looks Like

An Operations Coordinator’s day revolves around maintaining operational clarity, accountability, and efficiency. The individual will:

• Review workflows and follow up on pending operational tasks
• Update dashboards, trackers, and KPI reporting systems
• Coordinate with departments to ensure projects and recurring tasks stay on track
• Maintain SOPs and operational documentation
• Communicate with vendors and stakeholders regarding operational updates
• Support leadership with reporting, analysis, and operational requests
• Identify bottlenecks and recommend process improvements

In short: the role helps keep the organization organized, aligned, and operationally efficient across multiple functions.

Key Metrics for Success (KPIs)

• On-time completion of operational workflows and deliverables
• Accuracy and reliability of reporting and KPI dashboards
• Operational visibility and documentation consistency
• Reduction in workflow delays and operational bottlenecks
• SLA adherence and vendor coordination quality
• Positive feedback from internal stakeholders and leadership

Interview Process

• Initial Phone Screen
• Video Interview with a Recruiter
• Practical Task (KPI Dashboard or Process Tracking Exercise)
• Client Interview
• Offer & Background Verification