Operations Coordinator

About This Opportunity

We are representing a confidential technology scale-up that is expanding rapidly across Europe. Our client uses advanced machine learning and digital twin technology to help critical infrastructure operators build resilience and optimise their networks. As they scale globally, they need an Operations Coordinator to serve as the operational backbone for their London office.

This is a hybrid, hands-on role covering day-to-day administration, finance and invoicing support, team travel and activities, local HR requirements, onboarding, and document support for commercial and marketing teams. You will be the connective tissue that keeps the London/Europe team organised, compliant, and moving fast.

Responsibilities

• Act as a trusted right hand to regional leadership, anticipating needs and proactively solving problems before they become issues
• Manage day-to-day administrative operations for the London/Europe team, including calendars, correspondence, and general executive support
• Support financial administration: expense processing, invoice tracking, and liaising with finance at headquarters
• Own the customer invoicing process for the region: raising invoices, tracking payment status, chasing outstanding payments, and resolving billing queries
• Organise team travel, offsites, and team activities, ensuring cost-effective and smooth logistics
• Manage local HR requirements for the London/Europe team, including contracts, benefits administration, compliance with UK/EU employment regulations, and acting as first point of contact for HR queries
• Coordinate basic onboarding for new hires: equipment, access, welcome logistics, and initial paperwork
• Support the commercial team with tender or proposal submissions, and support marketing with collateral, event registrations, and vendor/supplier registrations

What We're Looking For

• Experience in an Executive Assistant, Chief of Staff, Office Manager, or similar operations role, ideally in a fast-growing scale-up environment
• Comfortable working across finance, HR, and admin tasks, with strong attention to detail
• Experience with invoicing/billing processes and basic bookkeeping (Xero preferred)
• Familiarity with UK/EU employment and HR requirements, or a willingness to quickly get up to speed
• Strong written communication skills – comfortable producing polished documents, proposals, and submissions
• Highly organised, proactive, and able to juggle competing priorities
• Discreet and trustworthy when handling sensitive information
• Comfortable in a fast-paced, ambiguous, and international environment where processes are still being built

How We Work With You

Candidates apply directly through Get A Job.ai. Our talent team will conduct an initial screening to understand your background and ensure alignment with the role. We then submit qualified candidates to our client for consideration. Please do not attempt to contact the client directly, as all applications must come through our recruitment process.

Pay

This role offers equity participation in addition to base compensation. Our client is based in London and this is a hybrid position.

Equal Opportunity: Get A Job.ai is committed to fair and equitable recruiting practices. We welcome applications from candidates of all backgrounds and work to ensure an inclusive hiring process.