VirtueStaff is seeking a highly organized and proactive Operations Coordinator to drive efficiency within the departmental leadership team for our client. This role is the "connective tissue" of the department, responsible for managing meeting governance, documenting complex workflows (SOPs), and tracking critical performance metrics. You will act as a strategic liaison, ensuring that action items are met, team capacity is balanced, and cross-departmental communication remains seamless. The ideal candidate is a master of Microsoft 365 and is highly comfortable leveraging AI tools to accelerate documentation and data analysis. Responsibilities - Departmental Governance: Manage the departmental calendar, attend key leadership meetings to capture "Who, What, and When" action items, and proactively track those items to ensure deadlines are met - Process Documentation & Auditing: Collaborate with Subject Matter Experts to draft and maintain a searchable digital library of SOPs for AP, AR, Treasury, and Payroll, conducting quarterly audits to ensure accuracy - Performance Reporting: Aggregate weekly/monthly KPIs such as Days Sales Outstanding and error rates, and create "Departmental Health" slide decks for leadership - Ticketing Oversight: Monitor the HappyFox ticketing system to ensure SLAs are met, tickets are assigned correctly, and aging items are escalated - Capacity & Strategy Tracking: Maintain a team "Heat Map" for workload distribution, coordinate cross-training to eliminate single points of failure, and monitor progress toward strategic "Rocks" or initiatives - Inter-Departmental Liaison: Serve as a bridge between Accounting and Pre-Construction/Operations to facilitate smooth data hand-offs and maintain high-quality internal relationships

Review and assess Enhanced Due Diligence documentation, identify potential financial crime risks, synthesize information from multiple data sources, and prepare detailed client narratives to support compliance and risk management initiatives.

• Book flights, hotels, rental cars, and ground transportation directly in Ramp • Ensure all travel aligns with company policies, budgets, and event schedules • Optimize itineraries for cost, timing, and operational feasibility • Manage bulk and multi-person bookings for event crews • Align travel plans with production schedules and event timelines • Communicate itineraries clearly and proactively to all travelers • Act as the single point of contact for all travel-related questions • Handle real-time issues: Flight cancellations/delays, Missed connections, Hotel issues • Rebook travel quickly with minimal disruption to events • Provide on-call or extended-hours support during peak travel periods • Own travel booking workflows inside Ramp • Use virtual cards and controls appropriately • Ensure proper categorization, documentation, and compliance • Track and report on travel spend trends and optimization opportunities • Work with airlines, hotels, rental agencies, and travel partners • Escalate issues and negotiate solutions when needed • Coordinate with any external travel agencies or concierge services

• Identify friction points, risks, and inefficiencies in user journeys • Feed actionable insights back to internal teams • Ensure our operations scale with high standards of quality, consistency, and efficiency • Define, track, and analyse operational KPIs to identify trends, root causes, and improvement opportunities • Lead cross-functional operational projects, from process audits to tooling, automation, and training • Manage outsourcing partners (BPOs): define performance standards, track KPIs, drive quality improvements, and address performance gaps • Turn user feedback and ticket analysis into actionable insights and drive impact with Product, Tech and Marketing teams • Scale Care operations through process, tooling, and training improvements • Analyze fraud signals, claims data, and operational metrics to identify risks and inefficiencies • Lead initiatives to strengthen controls, automate workflows, and improve scalability