Delivery & Operations Coordinator

About the role

This is the administrative coordinator role for Delivery and Operations. It keeps records accurate, deadlines met, and recurring cycles running so that Delivery Directors, PMs, and Operations leads spend their time on delivery rather than on chasing and filing. The scope is deliberately broad. The core is contract intake, HubSpot pipeline hygiene, project record upkeep, and recurring reporting — but the role is expected to absorb administrative work across both functions as priorities shift. The common thread is that nothing sits, nothing goes stale, and nothing is missed. Accuracy, cadence, and follow-through are the core skillsets. This position does not make commercial, scope, or resourcing decisions. This is a hands-on execution role. There are no direct reports and nothing to delegate. The work is done by the person in the seat.

Responsibilities

• Contract intake and recording: serve as the intake point for every signed, executed contract — new client business terms, SOWs, staff augmentation SOWs, and Change Order SOWs against existing business; record each document in the correct system with complete metadata, and link it to the correct parent project and prior contract lineage so change orders are never orphaned from their originating SOW; produce the internal-share version of each SOW to the agreed redaction standard, removing role-specific financials — bill rates, role-level costs, and margin — and file both versions to their correct locations; hand off to the accountable Delivery Director and PM with a standard summary, route setup and invoicing trigger tasks the same business day, and chase until acknowledged. Only the redacted version circulates internally.
• HubSpot pipeline hygiene and deadline tracking: review the pipeline on a set cadence; verify every open deal sits in the correct stage with required fields and close dates populated; flag stalled, mis-staged, or stale deals to the deal owner and chase until corrected; track commercial deadlines — RFP responses, proposal due dates, contract expiry and renewal — and chase the accountable owner ahead of the due date; flag any deal reaching closed-won without a corresponding executed contract in the intake queue.
• Project and system record upkeep: set up and maintain project records in ClickUp and the PSA platform (Kantata) to the agreed structure as new work is mobilized; reconcile records across HubSpot, ClickUp, and Kantata; clear or escalate mismatches, missing records, and stale statuses; maintain shared document repositories, folder structures, and naming conventions; coordinate access and tool provisioning requests for incoming project team members.
• Recurring reporting and governance support: own the weekly Vantage Portfolio report: chase submissions, collate inputs from PMs, Finance, and Delivery, publish on schedule, and escalate non-submission ahead of the deadline; chase timesheet, status, and forecast submissions ahead of each reporting cycle; support governance meetings — agendas, materials collation, action capture — and chase open actions to closure between sessions.
• General administrative support: absorb ad hoc administrative requests from Delivery Directors, PMs, and Operations leads; the task list will shift as priorities do, and flexibility about what lands in the queue is part of the role.

Requirements

• Administrative or operations coordination experience in a professional services environment.
• High accuracy under time pressure — data-entry precision is the primary requirement of this role.
• Working proficiency with a CRM and a work management platform; HubSpot and ClickUp preferred.
• Clear, concise written English; notifications must be actionable at a glance.
• Comfortable holding multiple unrelated queues at once and switching between them without dropping items.
• Follow‑through — closes loops, chases outstanding items without prompting, and knows what