Operations Coordinator

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Job Brief
As our Operations Coordinator, you will be the central link that keeps our multiple teams aligned on objectives and timelines. You’ll monitor projects in Asana—our non-negotiable project management platform—and step in to resolve scheduling conflicts and potential delays before they escalate. You’ll work closely with operations (System 3 in our approach) while only escalating critical matters to leadership (System 5). Our organization uses the Viable System Model (VSM) to guide its structure, and we expect you to be prepared to learn and apply VSM concepts in your day-to-day coordination efforts.

Responsibilities
Cross-Team Coordination
Track and manage concurrent tasks and projects across diverse functional teams using Asana (we do not switch tools).
Ensure that deadlines, deliverables, and hand-offs between teams are clear and on schedule.

Communication & Facilitation
Serve as the primary point of contact for operational updates, scheduling changes, and resource requests.
Proactively liaise with team leads and stakeholders to address potential conflicts or bottlenecks early.

Issue Resolution
Identify tasks at risk of slipping or teams that need extra support, and help implement corrective actions.
Follow a structured escalation process: attempt internal resolution first, then involve leadership only if necessary.

Documentation & Reporting
Attend and document daily stand-ups, client calls, and major project meetings.
Maintain accurate, real-time records in Asana, ensuring every open item is tracked through completion.

Continuous Improvement
Support ongoing enhancements to workflows and collaboration, leveraging automation where possible.
Provide feedback on how we can better use Asana or other systems to streamline coordination.
Qualifications

Education & Experience
Bachelor’s degree (or equivalent experience) in business, operations, project management, or a related field.
Demonstrated experience coordinating multiple projects simultaneously, ideally in a remote or distributed environment.

Technical Proficiency
Must be highly skilled in (and comfortable with) Asana. We do not adopt alternative project management tools.
Familiarity with other PM/collaboration platforms is a bonus, but Asana is our core system.
VSM Preparedness

Willingness and enthusiasm to learn and apply the Viable System Model (Stafford Beer) in our organizational context.
Prior VSM knowledge is a plus, but a genuine interest in mastering it is essential.
Soft Skills

Excellent written and verbal communication to keep remote teams aligned across different time zones.
Strong organizational abilities, detail-oriented, and self-driven.
Comfortable working with minimal supervision in a dynamic, fast-paced setting.

Nice to Have
Previous experience in a fully remote, globally distributed team.
Basic understanding of agile methodologies or other coordination frameworks.