Business Operations Coordinator

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.

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