Business Operations Coordinator in Edinburgh

About ClearBox Consulting

ClearBox Consulting Ltd. is a specialist independent consultancy that can help make the workplace a better and more productive experience. We understand technology, but we approach it from the people side first. Our goal is to help organisations collaborate and communicate more effectively. We specialise in intranets and the wider digital workplace, including internal social networks, enterprise mobile strategies, and real-time collaboration tools. We’re based in the UK but we’ve always been 90% digital so we’re easy to work with no matter where you are. ClearBox is proud to be employee-owned, operating as an Employee Ownership Trust (EOT). That means the people who power our work also have a meaningful stake in the business.

About the job

• Normal Working Hours: 22.5 to 30 hours a week (we'd prefer 30hrs but open to discussion)
• Location: Remote working anywhere in UK
• Reports to: Managing Director
• Reportees: None

Reporting to senior management, the Business Operations Coordinator will handle all administrative, financial, and HR functions in a fully remote environment. This pivotal role ensures efficiency for a small, agile team working via digital platforms. This is a flexible and varied position that plays a key coordinating and assurance role. You’ll work across systems, documents and tracking, enabling consultants and leadership to focus on client work and strategy. While administrative tasks form a portion of the role, the need to work autonomously and with initiative to make decisions is vital.

Main Responsibilities

• Maintain financial oversight through tracking, tagging and chasing invoices.
• Drive and maintain core operational spreadsheets and systems used for budgeting, forecasting and license management, working alongside consultants during budget planning and review.
• Procure suitable services for the business, such as business and health insurance.
• Support project bidding and set up, including document preparation, checking and coordination.
• Coordinate regulatory and compliance activity, including confirmation statements, Companies House filings and Pensions regulator.
• Work with our accountants to ensure accurate financial records and support reporting to HMRC and Companies House.
• Carry out HR duties including filing salary payments, providing accountants with P11d data, letters to employees for contract changes, maintaining the employee handbook in line with HR legislation and maintaining records as required.
• Track spending against agreed budgets and flag variances or risks to colleagues as appropriate.
• Review and sense-check contracts and NDAs prior to an assessment by consultants, highlighting financial, legal or risk implications.
• Maintain data security, GDPR compliance, and information good practice.
• Support Employee Ownership Trust governance by ensuring accurate information and reporting is available when required.
• Support consultants with projects, such as preparing workshop materials and proof-reading reports.
• Liaise with freelancers, managing administrative onboarding, contracts and invoices.
• Onboarding of new client projects, including supplier registration and time-tracking.
• Support the Report Manager with administrative tasks, including setting up templates and maintaining spreadsheets of data.
• Support the marketing manager by testing newsletters and social messaging.
• Support consultants with ad hoc requests as and when needed.

All employees are expected to work as a team by actively sharing and exchanging information, attending meetings when asked and working together with other team members when roles and interests overlap.

Key knowledge, skills and experience required

• 3+ years as Practice Manager, Office Manager or similar in a remote/small UK consultancy, ideally business/IT services.
• Strong organisational and administrative skills with high attention to detail.
• Ability to work independently and take initiative to get tasks completed.
• Confidence working with financial data, invoices and tracking systems.
• Ability to manage and maintain spreadsheets and associated business systems, such as Xero and HubSpot.
• Understanding of HR, legal and compliance administration in a small consultancy environment.
• Clear written and verbal communication skills.
• Ability to prioritise work and manage multiple tasks effectively.
• Strong skills in Microsoft 365, particularly Excel, Word, PowerPoint and Teams.

This job description is not exhaustive and will be reviewed periodically. The post holder will be expected to participate in this process and agree changes as the role evolves.

What We Offer

• Competitive salary up to £40,000 (pro-rata)
• Fully remote work, flexible hours, pension, health benefits, and 25 days holiday (pro-rata)
• Growth opportunities in a specialist remote consultancy
• As an employee-owned trust, there are opportunities for tax-free bonuses and a share of profits

Please note that this position is only open to those who are UK-resident and with a right to work in the UK.

Closing date: 9th June 2026