At a Glance
- Tasks: Coordinate SMB operations and support resource management tasks in a dynamic environment.
- Company: Join a leading agency focused on operational excellence and teamwork.
- Benefits: Full-time role with competitive pay and opportunities for professional growth.
- Other info: On-site role with potential for remote work; great career advancement opportunities.
- Why this job: Make an impact by supporting critical operations and enhancing team efficiency.
- Qualifications: A-levels or equivalent, with experience in administration and coordination.
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:
1. 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
- Prepares 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
2. 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
3. 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
4. Roles and Responsibilities
- 4.1 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.
- 4.2 SMB Head (SMBH): The SMB Head shall act as the primary tasking authority and shall retain responsibility for operational leadership, prioritisation, and decision-making.
- 4.3 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.
5. 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
6. 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
7. 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
8. 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:
- 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 Northwood employer: EMW
As an SMB Operations Coordinator in Northwood, you will join a dynamic team dedicated to operational excellence within a structured environment. Our company fosters a collaborative work culture that prioritises employee growth and development, offering opportunities for professional advancement while ensuring a supportive atmosphere. With a focus on meaningful contributions to national security, you will enjoy the unique advantage of working in a prestigious location that values integrity and teamwork.
StudySmarter Expert Advice🤫
We think this is how you could land C004888 SMB Operations Coordinator (NS) - THU 28 May in Northwood
✨Tip Number 1
Network like a pro! Reach out to people in your industry on LinkedIn or at events. A friendly chat can lead to opportunities that aren’t even advertised yet.
✨Tip Number 2
Prepare for interviews by researching the company and role. Know their values and how you can contribute. We want to see you shine, so practice common interview questions too!
✨Tip Number 3
Follow up after interviews with a thank-you email. It shows your enthusiasm and keeps you fresh in their minds. Plus, it’s a great chance to reiterate why you’re the perfect fit!
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, we love seeing candidates who take that extra step!
We think you need these skills to ace C004888 SMB Operations Coordinator (NS) - THU 28 May in Northwood
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience in SMB operations coordination. Use keywords from the job description to show that you understand what we're looking for.
Showcase Your Skills:Don’t just list your skills; provide examples of how you've used them in previous roles. Whether it’s managing action trackers or preparing reports, we want to see how you’ve made an impact.
Be Clear and Concise:Keep your application straightforward and to the point. We appreciate clarity, so avoid jargon and make sure your key achievements stand out. Remember, less is often more!
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way to ensure it gets into the right hands and helps us keep track of all applications efficiently.
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 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 Examples of Your Experience
Think of specific examples from your past work that highlight your skills in coordination, report preparation, and stakeholder management. Be ready to discuss how you've successfully managed competing priorities and ensured timely delivery of tasks. This will give the interviewer confidence in your abilities.
✨Showcase Your Organisational Skills
Since this role requires maintaining structured and audit-ready documentation, be prepared to discuss your organisational strategies. You might want to mention tools or methods you use to keep track of tasks and deadlines, as well as how you ensure clear visibility across activities.
✨Ask Insightful Questions
At the end of the interview, don’t forget to ask questions that show your interest in the company and the role. Inquire about the team dynamics, the challenges they face, or how success is measured in this position. This not only shows your enthusiasm but also helps you gauge if the role is the right fit for you.
