At a Glance
- Tasks: Coordinate SMB operations and support resource management tasks in a dynamic environment.
- Company: Join a leading agency in Northwood, UK with a focus on operational excellence.
- Benefits: Full-time role with competitive pay and opportunities for professional growth.
- Other info: On-site work with potential for remote flexibility; NATO SECRET clearance required.
- Why this job: Be part of a mission-driven team making impactful decisions every day.
- Qualifications: A-levels or equivalent, with 3-5 years in admin or coordination roles.
The predicted salary is between 30000 - 40000 £ per year.
Deadline Date: Thursday 28 May 2026
Requirement: SMB Operations Coordinator
Location: Northwood, UK
Full Time On-Site: Yes
Time On-Site: 100%
Total Scope of the request (hours): 836
Required Start Date: 6 July 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO SECRET
Duties & Role
The contractor shall deliver services across SMB coordination (primary focus) and RM support (secondary focus), in accordance with the defined workload allocation:
- SMB Operations Coordination (Primary – approximately 80%)
- Capture, structure, and maintain SMB tasking in a centralized action tracker, including ownership, priorities, and deadlines
- Monitor progress of activities and follow up on outstanding actions to ensure timely delivery
- Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials
- Prepare reports and statements as requested by SMB Head
- Record meeting minutes and maintain decision and action logs
- Consolidate inputs from stakeholders into structured reports and operational summaries
- Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks
- Support the drafting of structured communications on behalf of SMB leadership
- Monitor adherence to established processes and flag inconsistencies, delays, or risks
- ERM Support (Secondary – approximately 20%)
- Maintain workforce trackers, including posts, vacancies, and hiring status
- Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders
- Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations
- Maintain ERM‑related task trackers (including service requests, SNOW tickets, and R2R actions)
- Consolidate data inputs for RM reporting
- Ensure ERM‑related documentation is structured, current, and audit‑ready
Deliverables
- SMB action and task trackers
- Meeting minutes, decision logs, and governance action trackers
- Structured operational reports and summaries
- Workforce tracking logs and hiring status reports
- Financial tracking logs (PR/PO/Invoice/Work Confirmation alignment)
- ERM‑related task trackers and consolidated data inputs
- Organised SharePoint repositories and document libraries
Roles and Responsibilities
- SMB Operations Coordinator (Contractor): Responsible for the execution of coordination and support tasks and accountable for accuracy, timeliness, and completeness of maintained data and trackers.
- SMB Head (SMBH): Acts as the primary tasking authority and retains responsibility for operational leadership, prioritisation, and decision‑making.
- Embedded Resource Manager (ERM): Provides functional direction for RM‑related activities and acts as integrator across workforce, portfolio, and budget domains, including alignment of priorities where overlap exists.
Tasking and Prioritisation
Tasking shall be issued primarily by the SMB Head. ERM‑related tasking shall be issued by the Embedded Resource Manager. In the event of conflicting priorities, the contractor presents the issue to the SMBH and the ERM for resolution. The contractor shall not independently reprioritise assigned tasks.
Constraints and Boundaries
- Not perform decision‑making functions or act in an authoritative capacity.
- Not assume ownership of workforce, portfolio, or budget management activities.
- Not act as a deputy or substitute for the SMB Head or Embedded Resource Manager.
- Not engage stakeholders with commitments or decisions without prior direction.
- Escalate uncertainties, conflicts, or risks in a timely manner.
Performance Standards
- Maintain accurate, consistent, and up‑to‑date data across all trackers.
- Ensure traceability of actions, decisions, and communications.
- Provide timely follow‑up and status updates.
- Maintain structured, organised, and audit‑ready documentation.
- Demonstrate proactive and reliable coordination practices.
Workload Allocation
SMB Operations Coordination: ~80% RM Support: ~20%
Specific Working Conditions
Place of Work and Working Hours: The services under this contract shall be performed primarily on‑site at the designated Agency location. The mandatory working time shall be 38 hours per week, to be performed Monday to Friday between 09:00 and 17:00, in accordance with Agency practices. A daily unpaid lunch break shall be taken in line with applicable local regulations and Agency practices. Remote work may be authorised on an exceptional basis, subject to project requirements and prior approval by the Agency. When remote work is authorised, the Contractor shall maintain reliable communication with the Agency, remain available during the agreed working hours, and ensure secure access to all required Agency systems, networks, and documentation platforms. All access and connectivity shall comply with applicable Agency security regulations, information assurance policies, and data protection requirements.
Use of Agency Vehicles: Where required for official duties and subject to prior authorization by the Agency, the Contractor may be permitted to operate Agency vehicles. Any such use shall be undertaken at the Contractor's sole responsibility and in compliance with applicable Agency rules and traffic regulations. The Contractor shall remain fully liable for any incidents, damages, or claims arising from the use of Agency vehicles, in accordance with the contract terms and the Contractor's insurance coverage.
Requirements
Skill, Knowledge & Experience
- Candidate must have a currently active NATO SECRET security clearance.
- Minimum of A-levels (or equivalent), supplemented by relevant vocational qualification or professional experience in business administration, operational coordination, management support, or a related discipline.
- Relevant professional experience may be considered in lieu of formal qualifications.
- Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment.
- Proven experience coordinating day‑to‑day operations within a structured, fast‑paced, and high‑volume environment, including maintaining action trackers and ensuring proactive follow‑up on tasks, deliverables, and deadlines.
- Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, decision tracking, and coordination of briefing materials.
- Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness.
- Proven experience maintaining organised, traceable, and audit‑ready documentation, including trackers, logs, and structured SharePoint repositories.
- Strong proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities.
- Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management.
- Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decision‑making authority or supervisory responsibilities.
Desirable Qualifications And Experience
- Bachelor's degree (or equivalent) in Business Administration, Management, or a related field.
- Familiarity with service management principles and coordination of operational workflows within a structured environment.
- Experience supporting financial or procurement tracking activities (e.g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function.
- Relevant SharePoint certification or advanced SharePoint user experience.
- Experience supporting reporting activities, dashboards, or briefing materials for leadership visibility.
- Experience within an international, governmental, or defence environment is considered an advantage.
C004888 SMB Operations Coordinator (NS) - THU 28 May in London employer: EMW Law LLP | B Corp
As an SMB Operations Coordinator in Northwood, UK, you will join a dynamic team dedicated to operational excellence and strategic support. Our company fosters a collaborative work culture that values employee growth through continuous training and development opportunities, ensuring you can thrive in your role. With a commitment to maintaining a structured and supportive environment, we offer unique advantages such as access to cutting-edge resources and the chance to contribute to impactful projects within a secure and prestigious setting.
StudySmarter Expert Advice🤫
We think this is how you could land C004888 SMB Operations Coordinator (NS) - THU 28 May in London
✨Tip Number 1
Network like a pro! Reach out to your connections in the industry and let them know you're on the hunt for the SMB Operations Coordinator role. You never know who might have the inside scoop or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its operations. Familiarise yourself with their SMB processes and think about how your skills can help streamline their coordination efforts. Show them you mean business!
✨Tip Number 3
Practice makes perfect! Get a friend to do mock interviews with you, focusing on the key responsibilities of the role. This will help you articulate your experience in operational support and coordination clearly and confidently.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you're serious about joining the team and ready to dive into the SMB action.
We think you need these skills to ace C004888 SMB Operations Coordinator (NS) - THU 28 May in London
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the SMB Operations Coordinator role. Highlight your relevant experience in operational coordination and administrative support, and don’t forget to mention your NATO SECRET clearance!
Showcase Your Skills:We want to see your skills in action! Use specific examples from your past roles to demonstrate your proficiency in managing trackers, preparing reports, and coordinating meetings. This will help us understand how you can contribute to our team.
Be Clear and Concise:When writing your application, keep it clear and to the point. We appreciate straightforward communication, so avoid jargon and make sure your key achievements stand out. This will make it easier for us to see your potential!
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at EMW Law LLP | B Corp
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the SMB Operations Coordinator. Familiarise yourself with the key tasks like maintaining action trackers and preparing meeting materials. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Prepare for Scenario Questions
Expect questions that ask how you would handle specific situations related to operational coordination. Think of examples from your past experience where you've successfully managed tasks under tight deadlines or coordinated with multiple stakeholders. This will showcase your problem-solving skills and ability to work in a structured environment.
✨Showcase Your Tech Skills
Since the role requires strong proficiency in Microsoft Excel and SharePoint, be ready to discuss your experience with these tools. You might even want to prepare a few examples of how you've used them to manage data or streamline processes in previous roles. This will highlight your technical capabilities and readiness for the job.
✨Ask Insightful Questions
At the end of the interview, don’t forget to ask questions! Inquire about the team dynamics, the types of projects you'll be working on, or how success is measured in this role. This shows your enthusiasm and helps you gauge if the company culture aligns with your values.
