Operations Сoordinator

Responsibilities and tasks:

Administrative & Operational Support

• Maintain an up-to-date list/database of ongoing alliance-supported projects
• Handle project documentation: collect, organize, and store incoming files
• Ensure all required documents are in place for each engagement
• Keep a central Excel-based database accurate and up to date
• Support financial workflow:
  Ensure invoices are requested and issued to the correct contacts.
  Liaise with the finance team on billing and payments.
  Track that payments are received.

Stakeholder Coordination

• Collaborate closely with Alliance Manager(s), Internal finance teams, Payments teams, Account/relationship managers
• Escalate non-standard cases and clarify requirements when needed
• Stay aware of changes in internal processes or stakeholders

Process Creation & Improvement

• Help shape workflows for a new initiative where processes are not yet fully established
• Document procedures and create manuals for future handovers 
• Identify inefficiencies and propose improvements
• Operate comfortably in an environment with ambiguity, evolving rules, and new tasks

Our expectations of the candidate: 

• Strong operational/administrative background as a Senior Executive Assistant, Practice Coordinator, Practice Administrator, or Operations coordinator
• Confident Excel user (filtering, building basic databases)
• Excellent organizational and multitasking capabilities
• Ability to manage stakeholders across multiple internal groups
• CRM experience (e.g., Salesforce) is a plus
• English: Upper-Intermediate

Soft skills:

• Strong attention to detail
• Understanding of the “bigger picture” behind project and financial flows
• Proactive mindset; not just executing tasks, but improving processes

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