Operations Coordinator

Overview:

We are looking for a highly organized and proactive Operations Coordinator to help support operational execution, coordination, visibility, and follow-through across multiple internal initiatives, client workstreams, and leadership functions. This role is not a traditional administrative assistant position. The ideal candidate is someone who is dependable, detail-oriented, comfortable working in ambiguity, and able to proactively keep projects, people, and processes moving forward. The Operations Coordinator will work closely with leadership to help maintain operational momentum, improve visibility across initiatives, reduce fragmentation, and ensure follow-through on key action items, reporting, risks, and process-related tasks. This is a highly collaborative role that requires strong organizational skills, ownership mentality, and the ability to manage many moving pieces simultaneously.

Responsibilities:

• Help maintain operational visibility across projects, initiatives, and leadership priorities

• Coordinate status updates, reporting, risks, blockers, decisions, and follow-through across teams

• Track and maintain operational action logs, decision logs, dashboards, and reporting artifacts

• Prepare and coordinate working sessions by consolidating context, gathering inputs, organizing open questions, documenting outcomes, and tracking next steps

• Coordinate operational follow-through between meetings to ensure momentum across initiatives and workstreams

• Support cross-functional operational coordination across leadership initiatives, process improvements, vendor evaluations, and internal operational programs

• Assist with documentation organization, process maintenance, and operational workflow support

• Help proactively identify gaps, blockers, dependencies, or operational risks requiring escalation

• Support capacity/process tracking and other operational coordination needs as required

Ideal Candidate:

• 2–5 years of experience in operations coordination, project coordination, agency operations, ecommerce operations, executive operations, or similar cross-functional support roles

• Extremely organized, detail-oriented, and process-minded

• Proactive, reliable, and comfortable driving follow-through without constant direction

• Comfortable balancing multiple priorities and shifting operational needs in fast-paced environments

• Strong communication, meeting coordination, and operational follow-up skills

• Strong English communication skills required (minimum B2 proficiency, written and verbal)

• Able to identify gaps, blockers, dependencies, and operational risks proactively

• Comfortable coordinating across teams and driving accountability professionally

• Able to organize ambiguity and create structure

• Learns systems and workflows quickly

• Comfortable working in spreadsheets, project management tools, and documentation platforms

• Experience with Jira, Confluence, Google Workspace, Slack, or similar tools preferred

• Ecommerce, agency, or project coordination experience is a plus

Success in this role looks like:

• Improved operational visibility across initiatives and teams

• Fewer dropped follow-ups or unresolved action items

• More consistent reporting and process adherence

• Reduced leadership fragmentation and context switching

• Improved coordination and operational momentum between meetings

• Risks, blockers, and decisions surfaced proactively instead of reactively

• Leadership able to focus more time on strategic and organizational work instead of operational chasing

Notes:

• This role is intended to function as embedded operational support within leadership workflows and initiatives

• This is not a purely administrative role; operational coordination, ownership, and follow-through are critical

• Strong reliability, organization, and proactive communication are more important than seniority level