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Administrative & Operations Coordinator
3 weeks ago
Position: Administrative & Operations Coordinator
**Company**: Elephant & Castle
**Location**: Remote
Who We Are
At **Elephant & Castle**, we pride ourselves on being a dynamic consulting and business outsourcing firm dedicated to fostering growth in small and medium-sized enterprises. We guide startups in their launch phases, support established small businesses as they expand, and help medium-sized companies navigate organizational changes. We focus on practical, cost-effective, and holistic solutions spanning HR, Finance, Operations, and Technology.
About the Role
Key Responsibilities & Duties
- **Office & Administrative Management**:
- Set up and maintain filing systems (digital and physical).
- Keep track of important records (e.g., contracts, vendor agreements, key client documents).
- Coordinate internal and external meetings, prepare agendas, and organize meeting logistics.
- Maintain calendars for the leadership team, schedule appointments, and handle incoming inquiries.
- Manage office supplies and equipment, overseeing vendor relationships for replenishment and repairs.
- **Process & SOP (Standard Operating Procedure) Development**:
- Draft SOPs, manuals, and workflows that define **best practices** for internal processes.
- Collaborate with stakeholders to identify **bottlenecks** or inefficiencies, then propose and document solutions.
- Update procedures as the company grows, ensuring all documentation remains **current** and **accessible**.
- **Implementation & Management of SaaS Software**:
- Coordinate **software onboarding** for new tools such as project management platforms, CRM systems, or productivity apps.
- Set up user accounts, provide basic training to colleagues, and troubleshoot issues as needed.
- Work closely with software vendors to resolve technical problems or customize features.
- Document best practices and **usage guidelines** to ensure consistent adoption and efficiency gains.
- **Vendor Coordination & Relationship Building**:
- Source and evaluate potential vendors or service providers (e.g., printers, marketing collateral suppliers, office management services).
- Negotiate contracts and pricing to ensure **cost-effectiveness** and **quality** standards.
- Manage ongoing vendor relationships, handle inquiries, and process invoices in a timely manner.
- Coordinate the **printing and shipment** of marketing materials or other business collateral.
- **Marketing & Communications Support**:
- Collaborate with the **marketing team** or external agencies to plan and execute campaigns.
- Coordinate content gathering (e.g., images, copy, testimonials) and facilitate timely production of marketing assets.
- Assist with **brand messaging** consistency and ensure promotional materials align with company guidelines.
- **Cross-Functional Collaboration**:
- Act as the **point person** between HR, Finance, Operations, and Technology teams, ensuring seamless communication and coordination.
- Gather and compile data from various departments for **reporting** or planning purposes.
- Attend cross-departmental meetings, record action items, and follow up on deadlines and deliverables.
- **Owner & Executive Support**:
- Provide **direct administrative support** to the business owner and executives (e.g., booking travel, handling expense reports, drafting correspondence).
- Assist in preparing presentations, proposals, or briefing documents for internal and external stakeholders.
- Take on **ad-hoc projects** assigned by leadership, often involving research, data analysis, or event coordination.
- **Business Launch & Growth Activities**:
- Contribute to **strategic planning** sessions, offering insights into operational improvements.
- Help create timelines and project roadmaps for **product or service launches**.
- Collaborate with the team to **iterate quickly**, test new ideas, and pivot plans as needed based on feedback or market changes.
- Gather feedback from early adopters or clients, communicate findings to leadership, and adapt processes to improve efficiency and customer satisfaction.
- **Continuous Improvement & Special Projects**:
- Proactively research **emerging trends**, tools, and best practices in operations and administrative management.
- Suggest and lead small-scale **pilot projects** to improve workflow, productivity, and cost-effectiveness.
- Partner with relevant teams to design and implement **change management** initiatives as the company scales.
Qualifications & Skills
- **Ambition Over Experience**: A passion for learning, growth, and tackling new challenges is more crucial than extensive formal experience.
- **Startup / New Business Exposure (preferred)**: Familiarity with entrepreneurial environments or the ability to adapt quickly to changing priorities.
- **Organizational Excellence**: Skilled at managing multiple tasks, maintaining structure in a fast-paced setting, and meeting deadlines consistently.
- **Communication Proficiency**: Capable of pro
