SMB Operations Coordinator – Security Clearance

Role Overview

• Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities, and deadlines.
• Monitor progress of activities and follow up on outstanding actions to ensure timely delivery.
• Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials.
• Prepare reports and statements as requested by SMB Head.
• Record meeting minutes and maintain decision and action logs.
• Consolidate inputs from stakeholders into structured reports and operational summaries.
• Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks.
• Support the drafting of structured communications on behalf of SMB leadership.
• Monitor adherence to established processes and flag inconsistencies, delays, or risks.
• Maintain workforce trackers, including posts, vacancies, and hiring status.
• Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders.
• Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations.
• Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions).
• Consolidate data inputs for RM reporting.
• Ensure ERM-related documentation is structured, current, and audit-ready.

Requirements

• Minimum of A-levels (or equivalent), supplemented by relevant vocational qualification or professional experience in business administration, operational coordination, management support, or a related discipline.
• Relevant professional experience may be considered in lieu of formal qualifications.
• Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment.
• Proven experience coordinating day-to-day operations within a structured, fast-paced, and high-volume environment, including maintaining action trackers and ensuring proactive follow-up on tasks, deliverables, and deadlines.
• Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, decision tracking, and coordination of briefing materials.
• Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness.
• Proven experience maintaining organised, traceable, and audit-ready documentation, including trackers, logs, and structured SharePoint repositories.
• Strong proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities.
• Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management.
• Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decision-making authority or supervisory responsibilities.
• Familiarity with service management principles and coordination of operational workflows within a structured environment.
• Experience supporting financial or procurement tracking activities (e.g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function.
• Relevant SharePoint certification or advanced SharePoint user experience.
• Experience supporting reporting activities, dashboards, or briefing materials for leadership visibility.
• Experience within an international, governmental, or defence environment is considered an advantage.

Benefits

• Hybrid work
• Outside of IR35