Operations Coordinator

Fortecho Solutions is a leading provider of Fine Art security and environmental monitoring systems for the world's most prestigious cultural institutions, museums, and high-value private collections. With offices in London, Barcelona, Paris, Melbourne, and Abu Dhabi, and clients including the V&A, Tate, the Louvre Abu Dhabi, and the Guggenheim Abu Dhabi, Fortecho operates at the intersection of art protection, conservation science, and cutting-edge technology.

As we continue to grow our international footprint, we are seeking a highly organised and detail-oriented Operations Coordinator to join our London team and support the day-to-day commercial and administrative engine of the business.

Role Overview

The Operations Coordinator is a pivotal administrative and operational role within Fortecho Solutions, providing essential support across logistics, procurement, documentation, and office management. You will work closely with the Chief Commercial Officer and wider commercial team to ensure the smooth running of business processes across our global operations. This is not a highly technical role — what matters most is an exceptional standard of administration, a methodical approach to process management, and the confidence to coordinate across multiple internal teams and external stakeholders simultaneously.

Key Responsibilities

• Shipping & Logistics: Coordinate the shipment of hardware, equipment, and supplies to client sites and Fortecho offices worldwide. Manage courier relationships, track shipments, and resolve delivery issues in a timely manner. Liaise with freight forwarders and logistics partners to ensure cost-effective and compliant transport. Prepare and manage customs documentation for international shipments, including commercial invoices, packing lists, and certificates of origin. Ensure compliance with export/import regulations across relevant jurisdictions (UK, EU, UAE, and others). Maintain accurate records of all customs filings and duty payments. Maintain and manage supplier relationships, purchase orders, and procurement workflows. Monitor stock levels of hardware components and consumables, raising replenishment orders as required. Support the engineering team by ensuring timely availability of equipment for project deployments.
• Technical Paperwork Coordination: Collate, format, and distribute technical documentation, warranties, compliance certificates, and commissioning records for client projects. Liaise with the engineering team to ensure documentation is complete, accurate, and delivered to clients in a timely manner. Maintain organised document libraries and version control across shared platforms. Support the coordination of Fortecho's presence at international trade fairs, industry events, and exhibitions. Manage logistics for event attendance including stand bookings, shipping of materials, and on-site requirements. Maintain an annual event calendar and ensure deadlines for submissions and registrations are met.
• Office Management: Oversee the smooth day-to-day running of the London office, including supplies, facilities coordination, and vendor management. Support internal meetings and company events with logistical coordination as required.
• HubSpot CRM Management: Maintain data quality within the HubSpot CRM, including updating contact records, deal stages, and company information. Generate reports and pipeline summaries to support the commercial team. Assist with the coordination of marketing communications and outreach sequences within HubSpot.

Person Specification

• A minimum of 5 years' experience in an operations, administration, or office management role.
• Exceptional attention to detail with a structured, methodical approach to work.
• Strong written and verbal communication skills, with the ability to liaise confidently with internal colleagues, clients, and third-party suppliers.
• Demonstrated ability to manage multiple workstreams simultaneously and meet deadlines under pressure.
• High degree of personal organisation and a proactive, self-starting attitude.
• Proficiency in Microsoft Office 365, including Outlook, Excel, and Teams.
• Experience working with CRM platforms, ideally HubSpot.
• Comfortable working in a fast-paced, international SME environment.
• Experience with international shipping, customs documentation, or import/export administration.
• Familiarity with trade fair or event logistics coordination.
• Experience with AI productivity tools, including Claude by Anthropic.
• Exposure to the cultural institutions, art, or technology sectors.
• Understanding of basic supply chain or procurement principles.

Working Arrangements

This role is based at Fortecho's London office, with core hours of 9:00am to 5:00pm, Monday to Friday. Fortecho operates a flexible and family-friendly working culture — we are open to discussions around hybrid working arrangements and adjusted hours to accommodate personal or childcare commitments, subject to business needs.

25 days annual leave per year, plus UK public holidays. Full statutory UK employment benefits, including pension contributions, sick pay, and parental leave entitlements. The opportunity to work with a dynamic, international team on projects for some of the world's leading cultural institutions.

How to Apply

Please submit your CV and a brief covering note explaining your suitability for the role to: Applications will be reviewed on a rolling basis. Early applications are encouraged. Fortecho Solutions is an equal opportunities employer and welcomes applications from candidates of all backgrounds.