Project & Operations Coordinator

About The Position

We are seeking a highly organized and proactive Project & Operations Coordinator to support the smooth running of business operations and key projects. This role involves a blend of project coordination, administrative support, diary and meeting management, document organization, stakeholder follow-up, and general operational assistance. The ideal candidate is reliable, detail-oriented, and comfortable driving actions forward independently.

Tasks & Responsibilities

Project Coordination

• Collaborate closely with senior stakeholders and the General Manager.
• Assist in the planning, coordination, and successful delivery of both internal and external projects.
• Maintain comprehensive project trackers, timelines, action logs, and status updates.
• Follow up diligently with internal teams, suppliers, and external partners to ensure all deadlines are met.
• Schedule project meetings, prepare agendas, document minutes, and distribute action points.
• Monitor project progress, identifying and escalating any delays, risks, or blockers to management.
• Organize and manage all project documentation, including contracts, proposals, reports, and supporting materials.

Administrative & Operational Support

• Provide comprehensive administrative support to senior management and the broader team.
• Manage calendars, schedule meetings, and coordinate calls efficiently.
• Prepare meeting materials, presentations, reports, and general correspondence.
• Maintain meticulously organized digital filing systems and records.
• Assist with the onboarding process for new suppliers, consultants, clients, or partners.
• Support invoice tracking, purchase order management, expense processing, and basic financial administration.
• Coordinate travel arrangements, events, workshops, or team activities as required.

Communication & Stakeholder Management

• Serve as a key point of contact between internal departments and external stakeholders.
• Draft and dispatch professional emails, reminders, and follow-up communications.
• Ensure critical information is accurately captured, disseminated, and acted upon.
• Uphold strict confidentiality when handling sensitive business, legal, commercial, or HR information.

Experience / Personal Requirements

Required Skills & Experience

• Demonstrated experience in project coordination, operations, executive support, or similar administrative roles.
• Exceptional organizational and time management capabilities.
• Excellent command of written and verbal communication.
• Proficiency in managing multiple priorities concurrently.
• Keen attention to detail.
• Skilled in using Microsoft Office Suite, Google Workspace, Slack, Zoom, and project management tools.
• Ability to work autonomously and take initiative.
• Possess a professional demeanor, discretion, and reliability.

Desirable Skills & Experience

• Previous experience in a startup, legal, fintech, crypto, tech, or professional services setting.
• Familiarity with tools such as Trello, Monday.com, or Notion.
• A foundational understanding of contracts, compliance, operations, or client onboarding procedures.
• Capability to generate simple reports, dashboards, or management updates.

Personal Attributes

• Proactive and solution-oriented mindset.
• Ability to remain calm and composed under pressure.
• Diplomatic approach to following up with individuals.
• Highly organized and structured work approach.
• Trustworthy and discreet in handling information.
• Possesses commercial awareness.
• Aptitude for transforming vague instructions into actionable plans.