Operations Coordinator

Operations Coordinator

The Operations Coordinator plays a central role in ensuring the smooth day-to-day running of the business. As a first point of contact for many clients and a key internal coordinator, this role is critical in shaping both client experience and operational efficiency. This position is best suited to someone who is highly organised, proactive, and dependable-someone who takes pride in creating structure, maintaining control, and supporting a high performing team environment.

Key Responsibilities

• Act as a primary point of contact for incoming client communications, ensuring all calls, messages, and enquiries are handled promptly and professionally.
• Coordinate internal activities, maintaining awareness of what is happening across the office and ensuring nothing is overlooked.
• Prepare for meetings, manage documentation, and support the flow of information across teams.
• Proactively anticipate team and client needs, taking action without waiting to be directed.
• Support workflows and assist in managing deadlines to enable accountants, payroll specialists, and managers to focus on their core responsibilities.
• Maintain accurate handling and organisation of documents and client information.
• Liaise closely with the delivery team and Client Portfolio Leads, acting as a central coordination point.
• Manage the Support Team.
• Ensure all client interactions reflect a professional, responsive, and well managed business.
• Be the champion for streamlining processes and system optimisation.

Key Behaviours & Attributes

• Highly organised and detail oriented - maintains control and ensures nothing is missed.
• Proactive mindset - anticipates needs and takes initiative.
• Reliable and accountable - consistently delivers on responsibilities and follows through.
• Clear and professional communicator - understands the importance of every interaction.
• Calm under pressure - brings structure and stability in a busy environment.
• Collaborative leader and manager - works closely with multiple teams to keep everything aligned.
• Ownership driven - focused on adding value, reducing pressure, and improving processes.
• System Knowledge: XERO; CCH, Office 365.