SMB Operations Coordinator

Essential Qualifications/Experience:

·       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

·       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

Desirable Qualifications/Experience:

·       Bachelor's degree (or equivalent) in Business Administration, Management, or a related field

·       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

DUTIES/ROLE:

·       SMB Operations Coordination (Primary – approximately 80%)

ü  Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities, and deadlines

ü  Monitor progress of activities and follow up on outstanding actions to ensure timely delivery

ü  Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials

ü  Prepares reports and statements as requested by SMB Head

ü  Record meeting minutes and maintain decision and action logs

ü  Consolidate inputs from stakeholders into structured reports and operational summaries

ü  Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks

ü  Support the drafting of structured communications on behalf of SMB leadership

ü  Monitor adherence to established processes and flag inconsistencies, delays, or risks

·       ERM Support (Secondary – approximately 20%)

ü  Maintain workforce trackers, including posts, vacancies, and hiring status

ü  Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders

ü  Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations

ü  Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions)

ü  Consolidate data inputs for RM reporting

ü  Ensure ERM-related documentation is structured, current, and audit-ready