Operations Coordinator

About Gordon Brothers: Since 1903, Gordon Brothers has helped companies unlock the potential of their assets. Our solutions-oriented approach across asset services, lending and financing, and asset trading provides clients with insights and capital to optimize asset value. We are headquartered in Boston with over 30 offices across North America, Europe, the Middle East and Africa, and Asia Pacific.

The Operations Coordinator plays a central operational role in the delivery of diligence assignments. The position is responsible for coordinating diligence activity from instruction through to report issuance, ensuring that jobs are accurately scheduled, correctly recorded in internal systems, and supported with timely, high-quality administrative and operational input. The role acts as a key coordination and information hub, supporting examiners, management, clients, and the finance team to ensure work progresses smoothly, deadlines are met, and information is accurate and accessible. This is a hybrid role and works flexibly as a member of the team in the office to deliver the following:

• Diligence Assignment Scheduling & Workflow Management: Manage and maintain the central diary, scheduling assignments efficiently and updating changes in real time. Coordinate assignment instructions, timelines, and examiner availability. Accurately set up and maintain job records within internal systems and workflow trackers. Monitor assignment progress and proactively manage and follow up actions to ensure deadlines are met.
• Diligence Assignment Support & Coordination: Assist in making necessary site visit and travel arrangements for field examiners. Provide examiners with timely access to critical job information, documentation, and instructions. Act as a central point of contact between examiners, clients, and internal stakeholders throughout the assignment lifecycle. Support ad-hoc operational requirements related to assignment delivery.
• Client & Internal Communication: Correspond with clients professionally regarding scheduling, logistics, and standard assignment communications. Liaise regularly with the finance team to ensure accurate job information, billing readiness, and reporting alignment. Escalate operational issues or conflicts to management where appropriate.
• Documentation & Reporting: Prepare and issue standard Engagement Letters using approved templates. Assist with the issuance of diligence reports, ensuring accuracy, version control, and correct distribution. Maintain and update workflow spreadsheets and trackers, ensuring data accuracy and completeness.
• General Operations & Office Administration: Provide general office and operational support, including assignment support and administrative coordination. Support management with operational tasks, bookings, correspondence, and documentation as required. Contribute to process improvements and operational efficiencies where possible. Cover for other members of the team when necessary (e.g. during annual vacation, sick or other leave). Assist in ad-hoc projects as required.

Knowledge, Skills & Abilities: Proficiency in Microsoft Office and general office systems. Ability to maintain strict client confidentiality is essential. Relentless attention to detail and impeccable organizational skills. Thrive in a fast-paced, entrepreneurial culture and manage multiple and shifting priorities. Proactive attitude and able to take initiative and offer ideas. Demonstrate excellent verbal and written communication skills. Ability to prioritise deadlines based on level of importance. Methodical and structured approach to process management. Fast learner who enjoys being challenged and doing new things. Ability to form effective working relationships within the business at all levels and with clients.

Education & Experience: 2-4 years of relevant experience within a fast-paced financial, professional services or diligence services in an administrative/project coordinating role. Strong organisational and time-management skills. Familiarity with workflow tracking or job management systems. Ability to work proactively and anticipate operational issues. Experience performing successfully under pressure in a fast-paced environment. Ability to multi-task and manage processes and projects confidently and effectively, to meet deadlines. Experience in diligence services, professional services, or project coordination environments.

Gordon Brothers is an Equal Opportunity Employer and supports diversity in the workplace. This Job Description is intended to be a general representation of the responsibilities and requirements of the job. However, the description may not be all-inclusive, and responsibilities and requirements are subject to change. Reasonable accommodation is available for qualified individuals with disabilities, upon request.