At a Glance
- Tasks: Coordinate operations, manage task trackers, and support leadership meetings.
- Company: Join a dynamic agency focused on operational excellence.
- Benefits: Full-time role with competitive pay and potential for career growth.
- Other info: On-site role with a structured environment and clear career progression.
- Why this job: Be part of a mission-driven team making a real impact.
- Qualifications: A-levels or equivalent, with experience in coordination and administration.
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
- SMB Operations Coordination (Primary - approximately 80%)
- Capture, structure, and maintain SMB tasking in a centralised 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 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): The contractor shall be responsible for the execution of coordination and support tasks and shall be accountable for the accuracy, timeliness and completeness of maintained data and trackers.
- SMB Head (SMBH): The SMB Head shall act as the primary tasking authority and shall retain responsibility for operational leadership, prioritisation and decision‑making.
- Embedded Resource Manager (ERM): The ERM shall provide functional direction for RM‑related activities and shall act 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 will present 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 authorisation 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
- The 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
As an SMB Operations Coordinator in Northwood, UK, you will join a dynamic team that values precision and proactive coordination in a structured environment. Our company fosters a supportive work culture that prioritises employee growth through continuous learning opportunities and professional development, ensuring that you can thrive in your role while contributing to meaningful projects. With a commitment to maintaining high standards and a collaborative atmosphere, we offer a unique chance to be part of a mission-driven organisation that values your contributions and encourages innovation.
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, attend relevant events, and don’t be shy about asking for introductions. We all know that sometimes it’s not just what you know, but who you know that can help you land that dream job.
✨Tip Number 2
Prepare for interviews by researching the company and role thoroughly. We recommend practising common interview questions and even doing mock interviews with friends or family. The more prepared you are, the more confident you’ll feel when it’s time to shine!
✨Tip Number 3
Follow up after interviews! A quick thank-you email can go a long way in showing your enthusiasm for the role. We suggest mentioning something specific from the interview to remind them of your conversation and keep you top of mind.
✨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, we’re always looking for talented individuals like you to join our team, so make sure you put your best foot forward!
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 how it aligns with the job description. We want to see how you can bring value to our team!
Showcase Your Skills:Don’t forget to emphasise your proficiency in Microsoft Excel and SharePoint, as these are key tools for this position. Provide examples of how you've used these skills in past roles to manage trackers and reports effectively.
Be Clear and Concise:When writing your application, keep it straightforward and to the point. Use bullet points where possible to make it easy for us to read through your qualifications and experiences. We appreciate clarity!
Apply Through Our Website:We encourage you to submit your application directly through our website. This ensures that your application is received promptly and allows us to process it efficiently. Plus, it’s super easy to do!
How to prepare for a job interview at EMW
✨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 duties 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 Examples of Your Experience
Think of specific examples from your past work that showcase your skills in coordination, documentation, and stakeholder management. Be ready to discuss how you've successfully managed tasks under tight deadlines or maintained organised documentation. This will give the interviewer confidence in your abilities.
✨Ask Insightful Questions
Prepare a few thoughtful questions about the team dynamics, the challenges they face, or how success is measured in this role. This not only shows your interest but also helps you gauge if the company culture aligns with your values.
✨Showcase Your Tech Skills
Since the role requires proficiency in tools like Microsoft Excel and SharePoint, be prepared to discuss your experience with these platforms. You might even want to mention any advanced features you’ve used or how you’ve streamlined processes using technology.
