Operations Coordinator

KEY RESPONSIBILITIES

Cross-Functional Execution Tracking

The Operations Coordinator must maintain a clear view of all active operational priorities across units. This includes tracking:

• What needs to be done
• Who is responsible
• When it is due
• What resources are required
• What has been completed
• What is delayed
• What requires escalation

The role must ensure that no important task is left vague, ownerless, or invisible. 

Weekly Workplan Coordination

The Operations Coordinator must coordinate weekly workplans across relevant teams. This includes confirming:

• Weekly priorities
• Deliverables due that week
• Dependencies between teams
• Risks that could delay execution
• Required decisions from management

Each week must begin with clear priorities and end with a documented review of completed work, pending work, and unresolved blockers

Meeting Discipline and Action Follow-Up

The Operations Coordinator is responsible for ensuring that meetings lead to execution. This includes:

• Preparing agenda items where required
• Recording key decisions
• Assigning action items
• Confirming responsible persons and deadlines
• Following up until tasks are completed
• Escalating non-completion where necessary

The role must eliminate meetings that produce discussion without action.

Bottleneck Identification and Escalation

The Operations Coordinator must actively identify operational bottlenecks before they become serious failures. This includes identifying:

• Delayed approvals
• Missing information
• Resource constraints
• Poor handovers
• Team dependencies
• Repeated non-performance
• Client-impacting delays
• Field or delivery issues

The role must escalate issues early with clear facts and recommended next actions.

Sales-to-Delivery Coordination

The Operations Coordinator must ensure smooth handover between commercial teams and delivery teams. This includes confirming:

• What has been sold
• What has been promised
• What timelines apply
• Which team is responsible for delivery
• What documentation is required
• What client expectations must be managed

This responsibility is critical because revenue is damaged when sales and delivery are not aligned.

Programme, Field, and Supply Chain Coordination

The Operations Coordinator must ensure that operational units are aligned and that their work supports business outcomes. This includes coordinating with:

• Programme Manager on programme schedules and participant delivery
• Field Operations Manager on field deployment and reporting
• Supply Chain Manager on procurement, fulfilment, movement, and delivery
• CRM & Growth Operations Manager on tracking and reporting

The role ensures that operational activities remain connected to targets and timelines. 

Documentation and Process Control

The Operations Coordinator must maintain accurate documentation of operational processes, decisions, and progress. This includes:

• Action trackers
• Weekly execution reports
• Process notes
• Handover documents
• Status updates
• Issue logs
• Project timelines

The purpose is to create institutional memory and reduce dependency on informal communication.

Internal Communication and Follow-Up

The Operations Coordinator must ensure that the right information reaches the right people at the right time. This includes:

• Clarifying expectations
• Communicating changes
• Confirming task ownership
• Following up on pending items
• Ensuring responsible teams understand priorities

The role must be firm, professional, and persistent in follow-up.

Execution Reporting

The Operations Coordinator must produce clear weekly and monthly reports showing operational progress. Reports must include:

• Completed tasks
• Pending tasks
• Delayed tasks
• Blockers
• Risks
• Required decisions
• Impact on revenue, delivery, or timelines

Reports must be factual, concise, and action-oriented.

Continuous Process Improvement

The Operations Coordinator must identify recurring operational weaknesses and recommend improvements. This includes improving:

• Handover processes
• Reporting formats
• Meeting structures
• Task tracking methods
• Cross-team workflows
• Communication protocols

The role must help the organization become more disciplined over time.

REQUIRED QUALIFICATIONS & EXPERIENCE

The ideal candidate should have:

• 3–6 years of experience in operations coordination, project coordination, project management, business operations, executive operations, or related roles
• Experience coordinating multiple teams or workstreams
• Experience using task trackers, project management tools, CRM systems, spreadsheets, or reporting dashboards
• Demonstrated ability to follow up, escalate, and close execution gaps
• Experience in fast-moving, multi-unit, commercial, programme, logistics, or operational environments is an advantage

REQUIRED SKILLS & COMPETENCIES

The candidate must demonstrate:

• Strong coordination and follow-up ability
• Excellent organisational discipline
• Ability to manage multiple priorities
• Clear written and verbal communication
• Strong documentation skills
• Ability to identify bottlenecks and escalate appropriately
• Confidence in following up with senior and junior staff
• Practical problem-solving ability
• Strong attention to detail
• Ability to work with timelines, trackers, and performance reports

REMUNERATION & PERFORMANCE INCENTIVES

The role should include:

• Base salary
• Performance incentives tied to execution discipline, timely completion of deliverables, reduction of operational delays, and improved coordination outcomes

Incentives should reward measurable improvements in execution reliability and operational control, not general administrative activity. 

Salary: Attractive

Location: Accra