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SMB Operations Coordinator – Security Clearance
Work Life GroupSMB Operations Coordinator managing operational support tasks for NATO with a focus on efficiency and effectiveness. Collaborates with various stakeholders to ensure seamless workflow and documentation.
About the role
Key responsibilities & impact- Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities, and deadlines.
- Monitor progress of activities and follow up on outstanding actions to ensure timely delivery.
- Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials.
- Prepare reports and statements as requested by SMB Head.
- Record meeting minutes and maintain decision and action logs.
- Consolidate inputs from stakeholders into structured reports and operational summaries.
- Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks.
- Support the drafting of structured communications on behalf of SMB leadership.
- Monitor adherence to established processes and flag inconsistencies, delays, or risks.
- Maintain workforce trackers, including posts, vacancies, and hiring status.
- Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders.
- Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations.
- Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions).
- Consolidate data inputs for RM reporting.
- Ensure ERM-related documentation is structured, current, and audit-ready.
Requirements
What you’ll need- Minimum of 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.
- Minimum 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.
- 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.
Benefits
Comp & perks- Hybrid work
- Outside of IR35
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
action trackingreport preparationdata consolidationfinancial trackingdocument controloperational summariesdashboard creationminutes recordingrisk monitoringonboarding coordination
Soft Skills
organizational skillscommunication skillsstakeholder coordinationproactive follow-uptime managementattention to detailability to work under pressureteam collaborationproblem-solvingadaptability
Certifications
SharePoint certification