Operations Coordinator

Operations Coordinator – KPI Reporting, SOPs & Cross-Functional Operations | Remote

Position Type: Full-Time, Remote Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an Operations Coordinator to keep day-to-day business operations organized, measurable, and moving efficiently across multiple departments.

This is an execution-focused role for someone who enjoys bringing structure to complex workflows, tracking performance, maintaining accurate documentation, and ensuring teams consistently follow through on operational priorities.

You’ll coordinate across functions including Operations, Finance, HR, Customer Service, Logistics, IT, and Vendor Management, serving as a key connection point between teams while giving leadership clear visibility into KPIs, deadlines, risks, bottlenecks, and operational performance.

If you’re highly organized, comfortable working with spreadsheets and operational data, and naturally notice when tasks or processes are falling behind, this role is a strong fit.

What You’ll Own

Process & Workflow Coordination

• Track operational workflows across multiple departments

• Monitor:

• Tasks

• Deadlines

• Dependencies

• Deliverables

• Outstanding action items

• Ensure recurring processes are completed according to established SOPs

• Proactively follow up with stakeholders on overdue or incomplete work

• Maintain visibility into ownership and next steps

• Identify bottlenecks, delays, and operational gaps before they become larger issues

• Escalate risks when necessary

• Help maintain consistency and accountability across recurring workflows

KPI Tracking & Operational Reporting

• Maintain operational dashboards, trackers, and reporting systems

• Prepare:

• Weekly operational reports

• Monthly KPI summaries

• Leadership updates

• Performance insights

• Track metrics including:

• Productivity

• Utilization

• Workflow completion

• Operational efficiency

• Use Excel and Google Sheets to organize and analyze operational data

• Ensure reporting data is accurate, current, and actionable

• Identify trends, inconsistencies, and areas requiring attention

• Give leadership clear visibility into operational performance

Documentation & SOP Management

• Create, maintain, and update:

• Standard Operating Procedures (SOPs)

• Process maps

• Operational checklists

• Compliance documentation

• Maintain organized records within systems such as:

• Google Drive

• SharePoint

• Notion

• Ensure documentation is current, accessible, and easy to navigate

• Help standardize recurring operational processes

• Maintain documentation in an audit-ready state

• Identify outdated, incomplete, or inconsistent process documentation

Vendor & Partner Coordination

• Communicate with vendors and external partners regarding:

• Deliverables

• Timelines

• Invoices

• Service updates

• Monitor vendor commitments and SLAs

• Follow up on outstanding requirements

• Escalate delays or performance issues proactively

• Maintain organized vendor documentation and approvals

• Help ensure vendor obligations and deadlines are not missed

Cross-Functional Operations Support

• Coordinate recurring workflows between departments

• Keep stakeholders aligned on deadlines, responsibilities, and next steps

• Maintain clear communication across operational functions

• Support leadership with:

• Operational research

• Reporting

• Analysis

• Ad hoc initiatives

• Track cross-functional dependencies and follow-ups

• Help maintain accountability across teams

• Support new operational initiatives as business priorities evolve

Compliance & Operational Controls

• Ensure operational activities align with established company processes and requirements

• Maintain accurate logs, records, and tracking systems

• Support audit readiness through organized documentation

• Identify missing or inconsistent operational information

• Help maintain strong internal controls and process discipline

• Flag process deviations and documentation gaps

• Support improvements that make operational controls more reliable

Requirements

2+ years of experience in:

• Operations

• Business Coordination

• Administrative Operations

• Similar operational support roles

• Strong proficiency with:

• Microsoft Office

• Google Workspace

• Excel

• Google Sheets

• Strong spreadsheet skills, including:

• Pivot tables

• KPI tracking

• Dashboards

• Operational reporting

• Experience with business systems such as:

• Salesforce

• HubSpot

• NetSuite

• Similar CRM or ERP platforms

• Strong organizational and multitasking abilities

• Excellent written and verbal English communication skills

• Strong attention to detail and documentation accuracy

• Ability to coordinate effectively across multiple departments and stakeholders

• Strong follow-through and accountability

• Ability to work independently in a remote environment

• Availability during U.S. business hours

Nice to Have

• Experience creating and maintaining SOPs

• Exposure to process improvement methodologies such as:

• Lean

• Six Sigma

• Kaizen

• Familiarity with:

• Power BI

• Tableau

• Looker

• Experience supporting:

• SaaS companies

• Logistics businesses

• Professional services

• Service-based organizations

• Experience working across multiple departments or business functions

• Experience with vendor management and SLA tracking

• Experience preparing operational reporting for leadership

Tools & Technology

Microsoft Excel | Google Sheets | Google Workspace | Microsoft Office | Salesforce | HubSpot | NetSuite | Google Drive | SharePoint | Notion | Power BI | Tableau | Looker

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Thrive on structure, organization, and accountability

• Notice operational gaps before others do

• Follow through consistently without requiring constant supervision

• Are comfortable coordinating across multiple departments

• Can balance recurring workflows with urgent priorities

• Enjoy working with data, trackers, dashboards, and operational reporting

• Communicate clearly and professionally with internal and external stakeholders

• Naturally keep track of deadlines and outstanding action items

• Are comfortable escalating risks when execution starts falling behind

• Look for ways to make processes more efficient and reliable

• Take ownership of keeping operations organized and visible

What a Typical Day Looks Like

Your day may begin by reviewing workflow progress across departments, checking outstanding action items, and identifying anything approaching or exceeding its deadline.

Throughout the day, you could update KPI dashboards, prepare operational reports, follow up with internal teams, coordinate with vendors, update SOPs, and review data for inconsistencies or missing information.

You’ll also prepare leadership updates, support cross-functional initiatives, and escalate bottlenecks or risks before they begin affecting execution.

A significant part of your role is making sure everyone has clear visibility into what needs to happen, who owns it, when it is due, and whether it is on track.

In short: you keep operations organized, measurable, visible, and moving forward.

Key Metrics for Success

• On-time completion of operational workflows

• Accurate and timely KPI reporting

• Minimal missed deadlines or coordination gaps

• Zero missed vendor or operational obligations

• Current and audit-ready SOPs and documentation

• Accurate operational dashboards and trackers

• Timely identification and escalation of bottlenecks

• Strong cross-functional communication and follow-through

• Improved consistency across recurring processes

• Positive leadership and stakeholder feedback

Why This Role Stands Out

• High visibility across multiple areas of the business

• Direct collaboration with leadership and operational teams

• Exposure to:

• Operations management

• KPI reporting

• Process improvement

• Vendor management

• Cross-functional coordination

• Opportunity to improve systems rather than simply maintain them

• Strong ownership over operational execution

• Fully remote working environment

• Career growth opportunities into:

• Senior Operations Coordinator

• Operations Manager

• Project Manager

• Business Operations Manager

Interview Process

• Initial Application

• Spark Hire One-Way Video Interview

• Video Interview with Pavago Recruiter

• Practical Task — KPI Dashboard or Process Tracker Exercise

• Client Interview

• Offer & Background Verification

Spark Hire Video Interview – Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you’re an Operations Coordinator who is highly organized and comfortable with KPI reporting, Excel, Google Sheets, SOPs, vendor coordination, and cross-functional workflows, we’d love to hear from you.

Apply today and help keep business operations organized, measurable, accountable, and moving forward.

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