Operations Coordinator in Nottingham

About Cerca

At Cerca Magnetics Limited (Cerca), our purpose is clear — to make a tangible difference to people’s lives through the development and delivery of groundbreaking neuroimaging technology. If you are a technically minded leader with a passion for precision, process, and performance, this is your opportunity to help scale a world‑class product that is changing the future of brain health. Founded in 2020 through a collaboration between The University of Nottingham and Magnetic Shields Limited, Cerca has commercialised the world’s most advanced functional brain scanner — a lightweight, wearable system based on Optically‑Pumped Magnetometers (OPMs) that detect magnetic fields generated by brain activity. Unlike traditional MRI, our scanners allow participants to move freely, enabling new clinical and research insights into conditions such as epilepsy, mild traumatic brain injury (mTBI), and dementia.

As Operations Coordinator, you will play a central role in supporting the smooth and efficient running of daily business operations. You will coordinate schedules, manage administrative workflows, liaise with suppliers and customers, and ensure operational tasks are completed accurately and on time. You will be a key point of contact across the organisation — supporting operations, administration, customer communications, and management. This hands‑on role requires strong organisational capability, clear communication, and a proactive, problem‑solving approach. As Operations Coordinator, you will help drive consistency, clarity, and efficiency across the business. You will ensure that operational activities are well‑structured, well‑documented, and aligned with company priorities, enabling teams to work effectively and deliver high‑quality outcomes.

Key Responsibilities

• Operational Coordination & Delivery
  • Coordinate daily operational activities to keep schedules, tasks, and workflows running smoothly.
  • Serve as a central communication point between teams, ensuring accurate and timely information flow.
  • Assist with planning, tracking, and monitoring operational timelines, priorities, and deliverables.
  • Maintain accurate records, logs, and documentation to support operational transparency, audit readiness, and compliance.
  • Support the upkeep and coordination of building and estate‑related activities.
  • Manage timesheets, basic audit preparation, and general operational housekeeping.
• Project and Product Service Coordination
  • Coordinate, track, and report on operational aspects of research system services and deliveries.
  • Liaise with suppliers, request quotes, process orders, track deliveries, and follow up proactively.
  • Ensure customer and supplier enquiries are handled professionally and resolved promptly.
  • Apply sound business acumen when engaging with vendors and service providers.
• Administrative & Project Support
  • Provide comprehensive administrative support to the Senior Project Manager and leadership team.
  • Ensure administrative and documentation controls are fully in place across projects.
  • Support project management activities, including meeting coordination, documentation preparation, minute‑taking, and action tracking.
  • Maintain shared drives, trackers, databases, and operational systems with high attention to detail.
  • Carry out low‑level financial duties such as basic cost tracking, PO processing, and documentation preparation.
• Process Development & Continuous Improvement
  • Support the development, refinement, and implementation of SOPs, work instructions, and structured operational processes.
  • Identify workflow inefficiencies and bottlenecks, proposing practical improvements.
  • Promote consistency, speed, and accuracy across business operations through structured process support.
  • Actively contribute to continuous improvement initiatives across the organisation.
• Cross‑Functional Collaboration
  • Work closely with multiple departments to keep activities aligned and well‑coordinated.
  • Support data collection, reporting, and internal communication processes for wider company initiatives.
  • Assist teams with ad‑hoc operational tasks, hands‑on problem solving, and issue resolution as required.
  • Adapt to shifting priorities to ensure operational continuity.

Essential Skills & Experience

• Experience in operations, coordination, scheduling, or administrative support.
• Strong organisational and time‑management abilities, able to manage multiple priorities calmly and clearly.
• Excellent written and verbal communication skills; competent in business writing.
• Experience in a dynamic, growing business environment.
• Confident dealing with suppliers, customers, and internal teams.
• Solid IT skills (Excel, Word, Outlook) and the ability to learn new tools quickly.
• ERP system experience (advantageous).
• High attention to detail and accuracy in documentation, scheduling, and communication.
• Practical, proactive mindset — willing to roll up your sleeves and support wherever needed.
• Ability to anticipate needs, problem‑solve, and maintain professionalism in a fast‑paced environment.

Desirable Skills & Experience

• Experience of managing or working to certain quality standards, such as ISO 13485 or ISO 9001.
• Supplier coordination, logistics, or order‑processing experience.
• Familiarity with scheduling or project‑management tools such as Asana.
• Experience supporting operational processes, audits, or continuous improvement work.
• Interest in business operations, efficiency, & workflow optimisation.