业务运营协调员
Business Operations Coordinator
这家客户是一家在高度监管行业快速发展的咨询公司。团队在短时间内从2人扩展到7人，增长速度正在加快。随着运营负荷的增加，创始人需要一个中央协调层，以确保业务高效运转、信息流畅传递，并保持日常结构完整。
该职位位于高管支持、运营协调和业务管理的交汇点。合适的人选应积极主动、有条理，并能同时在系统、人员和优先级之间灵活工作。他们将成为创始人的可靠延伸，承担运营负担，使业务在不依赖单一人物的情况下实现扩展。
关键职责
创始人及高管支持
- 代表创始人管理邮箱、邮件分类和会议安排
- 作为创始人时间与日历的守门人
- 处理DocuSign、文件资料和行政跟进
- 准备会议、会议和差旅材料
- 监控沟通渠道并确保及时响应
CRM与业务发展协调
- 维护HubSpot CRM记录、会议笔记和跟进行动
- 跟踪提案提交及相关跟进任务
- 协助会议协调和关系跟踪
- 保持销售漏斗有序，确保没有机会遗漏
运营协调
- 协助咨询团队内部协调并跟踪内部行动项
- 熟悉工作管理系统 - Smartsheet 是一大加分项
- 协助新顾问的入职物流
- 确保任务在团队中可见、跟进并完成
- 在业务持续增长过程中协助维护运营结构
财务与协议管理
- 协助费用协调和发票文档准备
- 协助Xero和ProjectWorks中的行政协调
- 保持客户协议和项目文档的有序记录
- 与相关内部联系人沟通，确保财务行政顺利进行
文档与知识管理
- 在Microsoft 365和SharePoint上维护结构化的文档管理
- 支持内部模板、SOP和操作文件的维护
- 记录并优化重复性任务的流程
- 识别低效环节并随时间推荐改进方案
经验与素质
- 3至5年经验
查看英文原文
This client is a fast-growing consulting business operating in a highly regulated sector. The team has expanded from 2 to 7 people in a short period, and the pace of growth is increasing. As the operational load increases, the Founder needs a central coordination layer that keeps the business running efficiently, information flowing cleanly, and day-to-day structure intact.
This role sits at the intersection of executive support, operations coordination, and business administration. The right person will be proactive, organised, and comfortable working across systems, people, and priorities simultaneously. They will act as a reliable extension of the Founder, absorbing operational load so the business can scale without everything flowing through one person.
Key Responsibilities
Founder & Executive Support
- Manage inbox, email triage, and meeting scheduling on behalf of the Founder
- Act as gatekeeper to the Founder's time and calendar
- Handle DocuSign, documentation, and administrative follow-ups
- Prepare materials for meetings, conferences, and travel
- Monitor communication channels and ensure timely responses
CRM & Business Development Coordination
- Maintain HubSpot CRM records, meeting notes, and follow-up actions
- Track proposal submissions and associated follow-up tasks
- Support coordination of conference meetings and relationship tracking
- Keep the pipeline organised and ensure no opportunities fall through the cracks
Operations Coordination
- Support coordination across the consulting team and track internal action items
- Familiarity with work management systems - Smartsheet a big Plus
- Support onboarding logistics for new consultants
- Ensure tasks are visible, followed up, and completed across the team
- Help maintain operational structure as the business continues to grow
Financial & Agreement Administration
- Support expense coordination and invoice documentation preparation
- Assist with administrative coordination in Xero and ProjectWorks
- Maintain organised records of client agreements and project documentation
- Liaise with relevant internal contacts to keep financial admin on track
Document & Knowledge Management
- Maintain structured document management across Microsoft 365 and SharePoint
- Support the maintenance of internal templates, SOPs, and operational files
- Document and refine processes for repeatable tasks
- Identify inefficiencies and recommend improvements over time
Experience & Attributes
- 3 to 5 years in an operations coordinator, business administrator, or senior EA role, ideally within a professional services or consulting environment
- Hands-on experience with HubSpot or similar CRM
- Comfortable working in Xero and a project management or PSA tool (ProjectWorks experience a bonus)
- Proficient in Microsoft 365, including SharePoint, Teams, and Outlook
- Strong written and verbal English communication
- High level of ownership and accountability, able to operate independently with minimal direction
- Organised, detail-oriented, and reliable under pressure
- Confident dealing with senior stakeholders and external clients
- Comfortable in a fast-moving, growing business where the scope will evolve