Operations & Administrative Coordinator

1. Referral & Partnerships (Approx. 40%)
You'll help ensure referrals move efficiently through our pipeline.
Responsibilities include:
Managing incoming referrals
Updating Airtable and internal systems
Following up tenants and accommodation providers
Chasing outstanding actions
Monitoring referral progress
Keeping accurate records
Escalating delays or issues
Supporting the Director with operational coordination
2. Supported Accommodation Operations (Approx. 40%)
You'll coordinate staff onboarding and compliance to ensure our service remains fully operational.
Responsibilities include:
Coordinating staff onboarding
Tracking DBS certificates, references and compliance documents
Preparing contracts and onboarding paperwork
Creating staff email accounts
Organising personnel files
Coordinating mandatory training
Updating Clearcare and other internal systems
Maintaining accurate compliance records
Supporting safer recruitment processes
3. General Administration (Approx. 20%)
You'll help keep the business organised day to day.
Responsibilities include:
Managing inboxes
Organising digital files
Updating trackers and databases
Scheduling meetings and training
Preparing documents
Recording meeting notes and action items
Supporting the Director with general administration
Who We're Looking For
We're looking for someone who:
Has excellent written and spoken English
Is highly organised and enjoys creating order
Has exceptional attention to detail
Can manage multiple tasks without becoming overwhelmed
Is proactive and enjoys solving problems
Is comfortable working independently
Is confident using online systems and learning new software
Is reliable and takes ownership of their work
Enjoys improving processes and keeping things organised
Experience with Airtable, CRMs or project management software is an advantage but not essential, as full training will be provided.
The Ideal Person
You're the type of person who naturally:
Makes checklists.
Notices when something has been missed.
Follows up without needing to be reminded.
Likes organising information.
Enjoys completing projects.
Keeps accurate records.
Takes pride in being dependable.
What Success Looks Like
After three months:
Staff onboarding runs smoothly.
Compliance is always up to date.
Referral pipelines are organised.
Outstanding actions are chased promptly.
The Director spends less time on administration and more time growing the business.
Hours
20–25 hours per week initially
Monday to Friday
Working during UK business hours (or with at least 4 hours overlap)
There is potential for increased hours and a full-time position as the business continues to grow.
What We Offer
Long-term position
Flexible remote working
Full training
Opportunity to grow into an Operations Manager role
Supportive and collaborative working environment
Career progression within a fast-growing UK business