Company Overview

The organisation depends on effective coordination to keep projects, internal activities, and operational workflows progressing according to plan. Its operations and program teams work with different departments to maintain schedules, organise information, monitor outstanding actions, and ensure that stakeholders have the documentation and updates needed to complete their responsibilities.

The organisation is seeking an Operations & Program Coordinator to provide structured administrative and delivery support across ongoing initiatives. This position is suited to an organised professional who can manage schedules, maintain accurate records, coordinate meetings, and help teams stay aligned on operational priorities.

Role Summary

The Operations & Program Coordinator will support the daily administration and coordination of operational activities and program workstreams. The role will involve maintaining project trackers, scheduling meetings, preparing documentation, following up on assigned actions, and helping teams monitor deadlines and deliverables.

Working remotely from Estonia, the successful candidate will collaborate with program managers, operations specialists, department representatives, and other stakeholders to ensure that information is accessible, responsibilities are clear, and routine coordination tasks are completed on time. The role requires strong organisation, careful documentation, reliable communication, and the ability to manage several parallel activities.

Key Responsibilities

• Coordinate meetings, planning sessions, review discussions, and operational check-ins for projects and ongoing business initiatives.

• Maintain calendars, meeting schedules, task trackers, milestone lists, and shared documentation for assigned programs and operational activities.

• Prepare meeting agendas, distribute supporting materials, record decisions, and circulate action items to relevant stakeholders.

• Follow up with task owners to confirm progress, clarify outstanding requirements, and help ensure that agreed deadlines are met.

• Maintain accurate records of program activities, operational updates, decisions, issues, and changes to delivery schedules.

• Support the preparation of weekly and monthly progress reports by collecting updates from project leads and operational stakeholders.

• Assist with the coordination of project onboarding, internal handovers, documentation reviews, and implementation activities.

• Organise and maintain shared folders, project repositories, templates, and operational records in accordance with internal documentation standards.

• Track deliverables and flag missing information, overdue actions, scheduling conflicts, and potential coordination issues.

• Coordinate communication between departments to ensure that relevant updates reach the appropriate stakeholders.

• Support the collection of resource requirements, task assignments, and workload updates for operational planning.

• Assist with the preparation of presentations, status summaries, process documents, and other materials needed for internal reviews.

• Help maintain standard operating procedures, checklists, onboarding guides, and administrative workflows.

• Support the coordination of supplier meetings, internal service requests, and operational arrangements where required.

• Monitor recurring administrative tasks and recommend improvements that reduce delays or unnecessary manual work.

• Assist program managers with risk and issue tracking by recording concerns, updating action plans, and monitoring resolution progress.

• Help prepare implementation schedules, communication plans, and training coordination activities for new processes or systems.

• Handle internal documents and business information carefully, following confidentiality and access-control requirements.

• Provide practical coordination support during periods of increased workload, program launches, reporting cycles, or operational change.

Requirements and Qualifications

• Bachelor’s degree in Business Administration, Management, Project Coordination, Communications, or a related field, or equivalent relevant experience.

• Experience in operations coordination, program administration, project support, office coordination, or a similar role.

• Strong organisational skills and the ability to manage schedules, documentation, and follow-up activities accurately.

• Proficiency in Microsoft Office or Google Workspace, particularly spreadsheets, document preparation, calendars, and presentations.

• Familiarity with task management and collaboration tools such as Asana, Trello, Jira, ClickUp, or similar platforms.

• Ability to maintain structured records, track deadlines, and prepare clear meeting notes and progress updates.

• Strong written and verbal communication skills, including the ability to coordinate professionally with colleagues across departments.

• Attention to detail when managing documentation, updating trackers, and recording decisions or assigned actions.

• Ability to prioritise routine responsibilities while responding effectively to changing operational requirements.

• A proactive approach to identifying missing information, anticipating coordination needs, and following issues through to resolution.

• Ability to handle confidential information responsibly and follow established organisational procedures.

• Willingness to learn new systems, processes, and coordination methods.

• Professional English proficiency and confidence working with distributed teams.

• Previous experience supporting cross-functional projects or multiple workstreams is an advantage.

Benefits

• Remote working arrangement within Estonia.

• Opportunity to build experience in operations, program coordination, and project delivery.

• Exposure to cross-functional initiatives and a variety of business processes.

• Opportunities to develop skills in project tracking, documentation, stakeholder communication, and workflow management.

• Collaborative working relationships with program managers, operations teams, and business stakeholders.

• A professional environment that values organisation, reliability, initiative, and continuous learning.

Application Instructions

Candidates should submit an up-to-date CV outlining their experience in operations support, program coordination, project administration, or similar responsibilities. Applications should highlight experience maintaining schedules, tracking deliverables, preparing meeting documentation, and coordinating tasks across teams. Applicants should mention relevant collaboration tools and examples of how their organisational skills helped improve delivery or reduce administrative delays. Candidates should demonstrate strong attention to detail, dependable follow-through, and the ability to work effectively in a remote setting.

Are you interested in this position?

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