Business Operations Coordinator (Intermediate)

Role Overview

The Business Operations Coordinator is responsible for the repeatable administration, coordination, documentation and follow-up that enables Leaflike's Projects, Maintenance and Procurement teams to run smoothly. This offshore role creates structure around handovers, schedules, install packs, trackers, customer/supplier follow-up and system updates. The role does not own final operational, technical, commercial or client-sensitive decisions. It prepares, chases, documents and escalates clearly so managers can make decisions quickly and nothing falls through the cracks.

Main Goals for Year One

• Remove repeatable admin, chasing, tracking and document preparation from the Operations Director, Project Manager and Maintenance Supervisor.
• Create a reliable project support process from sales handover through to install pack, procurement tracking, snagging and closeout.
• Support weekly maintenance scheduling and operational administration so field teams receive accurate information on time.
• Keep Simpro, Pipedrive and SharePoint accurate, tidy and up to date, with missing information flagged early.
• Improve customer, supplier and subcontractor follow-up through clear waiting-on lists, trackers and escalation routines.
• Produce simple weekly visibility reports covering project readiness, procurement risks, snags, open actions and admin exceptions.

Main Duties and Responsibilities

The role includes the following activities while it is not limited to them:

Project Setup & Handover Administration

• Check sales handover information, proposals, costing sheets and signed documents are complete, saved and linked.
• Set up/tidy SharePoint folders, update Pipedrive with key dates, links and next actions, and produce simple project summaries.
• Flag missing, unclear or inconsistent information before projects move into delivery.

Specification Sheets, Install Packs & RAMS Support

• Prepare production/install-friendly specification sheets from approved proposals, including quantities, locations, images, sizes and live/artificial status.
• Prepare install packs covering site details, access, contacts, working hours, parking/loading, drawings, RAMS links, materials, tools and checklists.
• Draft RAMS from approved templates and track submission/approval status; final H&S review remains with the Project Manager/Operations lead.

Procurement, Delivery & Commercial Tracking Support

• Maintain procurement trackers, chase order confirmations and delivery dates, and flag items at risk before install dates.
• Track small parts, fixings and consumables needed for each job.
• Update cost trackers with supplier/subcontractor costs, missing invoices and labour hours; flag costs exceeding allowance for review.

Customer, Contractor & Site Issue Coordination

• Manage routine customer, contractor, supplier and subcontractor follow-ups for access, inductions, RAMS approvals, delivery updates and unanswered emails.
• Maintain project waiting-on lists and escalate blockers clearly.
• Receive first-line install team queries, request photos/details, log issues, categorise them and summarise clearly before escalation.

Maintenance & Operational Administration

• Support weekly maintenance scheduling, job creation, work orders, customer records and operational trackers in Simpro/CRM.
• Prepare operational documentation, meeting actions, KPI packs and admin reports for review.
• Maintain consistent file naming, document control and closeout records across SharePoint, Pipedrive and Simpro.

Key Performance Indicators

• Project handover checks completed within agreed SLA and missing information flagged before delivery starts.
• Install packs/specification sheets prepared accurately and issued on time for review.
• Procurement, delivery, snagging and waiting-on trackers updated weekly with clear risks escalated.
• Simpro, Pipedrive and SharePoint records maintained to 98%+ accuracy.
• Customer/supplier/subcontractor follow-ups completed within agreed SLA with zero missed admin-owned communications.
• Weekly KPI/admin exception report issued on time and admin backlog kept below agreed target.

What We're Looking For

Essential Experience & Knowledge

• Previous experience in operations coordination, project administration, customer support or business administration.
• Excellent written and verbal English, strong attention to detail and confident professional communication.
• Strong Microsoft Office skills and experience using CRM/ERP/project management systems.
• Able to manage multiple priorities remotely, follow SOPs and escalate issues clearly without needing close supervision.

Desirable

• Experience with Simpro, Pipedrive, SharePoint, construction/field service administration, procurement tracking, scheduling or KPI reporting.
• Confident using AI tools, Microsoft Copilot/Power Automate or similar to improve admin efficiency.

Skills & Behaviours

• Highly organised, proactive and structured; naturally follows up actions and keeps records tidy.
• Calm under pressure, accurate, dependable and comfortable working across time zones with a UK team.
• Customer-focused, commercially aware and clear about what must be escalated rather than decided independently.

Person Description

You are a detail-focused coordinator who enjoys creating order, closing open loops and keeping busy teams moving. You communicate clearly, document work properly, chase actions politely but persistently, and take pride in accurate systems. You understand that excellent offshore support depends on discipline, written clarity, ownership and reliable follow-through.

Personal Development

• Advanced Simpro training; Microsoft 365 and SharePoint; Power Automate/AI tools; project coordination; customer excellence; operational planning.

Please note that this document may be updated, altered, supplemented, or superseded from time to time to meet the needs of the business.