Tech Operations Coordinator

We are seeking a highly organised and proactive Tech Operations Coordinator to support the effective coordination of the Technology Department's schedules, stakeholders, projects and daily operations.

The successful candidate will play a key role in ensuring that departmental activities, project deliverables and stakeholder engagements are well coordinated, documented and monitored. This role requires excellent organisational, communication and administrative skills, with the ability to manage multiple priorities, track progress and follow up on outstanding actions.

Scheduling and meeting coordination: 

• Maintain the department calendar for meetings, project milestones, demonstrations, training
• and planned activities; resolve clashes with the relevant owners.
• Arrange meetings and workshops, confirming participants, availability, venues, online links
• and required preparation.
• Prepare agendas and supporting material, record decisions and actions, and circulate
• minutes within agreed timelines.
• Track action owners and due dates, send reminders and escalate overdue commitments or
• capacity conflicts.

Stakeholder liaison: 

• Act as a coordination contact between Tech, business departments, clients, suppliers and
• other delivery partners.
• Clarify incoming requests, record requirements and route them to the appropriate owner for
• assessment and prioritisation.
• Communicate agreed timelines, progress, changes and dependencies in language suitable
• for technical and business audiences.
• Arrange feedback and decision sessions; follow up on outstanding inputs, approvals and
• concerns and escalate unresolved matters.

Project coordination: 

• Support project planning by maintaining schedules, milestones, task assignments and
• delivery checklists with project owners and team leads.
• Keep project boards, action lists and risk, issue, dependency and decision registers accurate
• and up to date.
• Collect progress updates, track deliverables against agreed plans and highlight slippage,
• blockers and resource needs early.
• Coordinate requirements reviews, testing sessions, demonstrations, stakeholder sign offs and
• handovers; record approvals from accountable owners.
• Prepare status reports and meeting packs, document approved changes and support project
• closure and lessons learned.

Department operations: 

• Coordinate routine department administration, maintain shared records and keep procedures,
• templates and contact lists organised.
• Coordinate onboarding and offboarding logistics with HR and IT, tracking equipment, access
• requests, induction and completion by responsible teams.
• Maintain administrative records for assets, software subscriptions and supplier renewals; flag
• upcoming dates to the relevant owners.
• Support purchase requests, quotations, invoice follow ups and expense tracking with Finance
• and Procurement, following approval procedures.
• Compile operational updates, arrange training and department events, and improve recurring
• workflows while protecting confidential information.

Performance measures
Performance is assessed against targets agreed with the Head of Tech, using the following
measures:

• Scheduling accuracy and the timely circulation of agendas, minutes and action lists.
• Completeness and currency of project schedules, operational records and status reports.
• Timely follow up and escalation of overdue actions, blockers and pending decisions.
• Responsiveness to stakeholders and feedback on the clarity and reliability of communication.
• Completion of onboarding, procurement and renewal coordination tasks within agreed
• timelines.

• A Diploma in Business Administration, Project Management, Information Technology or a related field, or equivalent relevant experience.
• A minimum of 2 years' experience in project coordination, operations coordination or departmental administration, preferably within a technology environment.
• Experience coordinating multiple stakeholders, schedules, documentation and project progress reporting.
• Familiarity with technology project delivery processes and project management methodologies.
• Project Coordination, Agile or Scrum training will be advantageous.
• Proficiency in Microsoft 365, particularly Outlook, Teams, Word, Excel and PowerPoint.
• Experience using work management platforms such as Monday.com, Jira or Microsoft Planner.
• Familiarity with ticketing or CRM systems will be advantageous.
• Excellent organisational, planning and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask, manage competing priorities and meet deadlines.
• Strong attention to detail, problem-solving and stakeholder management skills.

If you are a highly organised individual with a passion for technology, project coordination and operational excellence, we would love to hear from you!

Apply now and become part of a dynamic team driving innovation and operational efficiency.