Operations Coordinator

Operations Coordinator – Contract Position

Position Summary

The Operations Coordinator provides operational, financial, and administrative support to the Chief Administrative Officer (CAO) function and the New York Branch. This role is responsible for coordinating vendor and contract administration, invoice and expense management, management reporting, records and policy administration, office operations, and governance activities.

The position serves as a key liaison across business units, Accounting, Procurement, Facilities, and external vendors to ensure efficient, compliant, and well-controlled operations. The role also supports process improvements and technology-enabled solutions that enhance operational effectiveness and reporting capabilities.

Key Responsibilities

Operations & Business Support

• Support the day-to-day operational activities of the CAO function and New York Branch.
• Coordinate administrative and business management activities to ensure efficient execution of departmental objectives.
• Act as a central point of contact for internal stakeholders and service providers.
• Support special projects, branch initiatives, business continuity activities, and process improvement efforts.
• Assist in the preparation of management presentations, reports, and communications.

Invoice Management & Budget Support

• Manage the end-to-end processing of invoices related to CAO and branch operations.
• Track invoice approvals and coordinate timely payment processing with Accounting and relevant stakeholders.
• Review supporting documentation and reconcile invoices against contractual agreements and approved expenditures.
• Maintain accurate expense records and supporting documentation.
• Prepare periodic financial and management reports to support decision-making.

Vendor & Contract Management

• Serve as the primary coordinator for administrative and office-services vendors.
• Support vendor onboarding, due diligence documentation, and records maintenance.
• Track contract renewals, certificates of insurance, service agreements, and related documentation.
• Maintain vendor databases and contract records in accordance with internal policies.
• Monitor vendor performance and coordinate resolution of service-related issues.

Governance, Records & Documentation Management

• Maintain departmental records, policies, procedures, and operational documentation.
• Support the periodic review and update of policies, procedures, and governance materials.
• Ensure documentation is maintained in compliance with regulatory, audit, and record-retention requirements.
• Coordinate document storage and records management activities.

Reporting & Process Improvement

• Produce recurring operational, financial, and management reports.
• Maintain reporting tools, databases, and tracking logs.
• Identify opportunities to improve efficiency through automation and process optimization.
• Support implementation of technology solutions that strengthen operational controls and reporting capabilities.

Meeting & Administrative Coordination

• Coordinate meetings, schedules, agendas, materials, and follow-up actions for the CAO function.
• Document meeting outcomes and track completion of action items.
• Prepare correspondence, presentations, and business-related documentation.
• Support department-wide communications and information sharing.
• Assist with event coordination, visitor management, and office-related activities as required.

Office Operations

• Liaise with Facilities, Building Management, and service providers to resolve office-related issues.
• Support workspace planning, office supplies management, and operational readiness activities.
• Assist with employee onboarding logistics and other administrative operational requirements.

Qualifications

Education

• Current candidates for or Bachelor's degree holders in Business Administration, Finance, Operations Management, or a related field preferred.

Experience

• Experience in a business setting, ideally financial services or legal offices, >1 year.
• Experience within financial services, banking, or a regulated environment preferred.
• Experience supporting invoice processing, vendor administration, or operational reporting preferred.

Skills & Competencies

• Strong organizational and coordination skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while collaborating effectively across teams.
• Strong analytical and problem-solving capabilities.
• Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Word.
• Experience with reporting tools, workflow automation, document management systems, or financial platforms is an advantage.
• Ability to handle confidential and sensitive information with discretion.