Spektrum
OperationsCoordinator
“Operations Coordinator at Spektrum. Skills: process management, cross-functional coordination, vendor/stakeholder management, operational metrics, resource planning, continuous improvement, administrative support, coordination support, operational support, governance activities support, leadership meeting support, structured reporting, SharePoint management, Microsoft Excel proficiency. Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities,”
What You'll Achieve.
ensure timely delivery; support leadership visibility and operational awareness; ensure ERM-related documentation is structured, current, and audit-ready
Industry & Context.
Valid National or NATO Secret personal security clearance, Some travel to other NATO sites may be required
What They're Looking For.
Must Have
Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment., Proven experience coordinating day-to-day operations within a structured, fast-paced, and high-volume environment, including maintaining action trackers and ensuring proactive follow-up on tasks, deliverables, and deadlines., Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, decision tracking, and coordination of briefing materials., Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness., Proven experience maintaining organised, traceable, and audit-ready documentation, including trackers, logs, and structured SharePoint repositories., proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities., Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management., Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decision-making authority or supervisory responsibilities.
Nice to Have
Bachelor's degree (or equivalent) in Business Administration, Management, or a related field., Familiarity with service management principles and coordination of operational workflows within a structured environment., Experience supporting financial or procurement tracking activities (e. g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function., Relevant SharePoint certification or advanced SharePoint user experience., Experience supporting reporting activities, dashboards, or briefing materials for leadership visibility., Experience within an international, governmental, or defence environment is considered an advantage.
What You'll Do.
and maintain SMB tasking in a centralised action tracker
Monitor progress of activities and follow up on outstanding actions to ensure timely delivery
including agenda development
coordination of inputs
and preparation of briefing materials
Prepares reports and statements as requested by SMB Head
Record meeting minutes and maintain decision and action logs
Consolidate inputs from stakeholders into structured reports and operational summaries
Provide the SMB Head with clear visibility of ongoing activities
Support the drafting of structured communications on behalf of SMB leadership
Monitor adherence to established processes and flag inconsistencies
Maintain workforce trackers
Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders
Maintain financial tracking logs
including Purchase Requisitions (PRs)
Purchase Orders (POs)
and work confirmations
Maintain ERM-related task trackers (including service requests
Consolidate data inputs for RM reporting
Ensure ERM-related documentation is structured
How You'll Work.
Team & Collaboration
coordinate effectively across multiple stakeholders and functions; support coordination of competing priorities under tight timelines; maintain visibility across activities within a matrix environment
Communication Scope
professional correspondence
Process & Methodology
maintaining action trackers, ensuring proactive follow-up on tasks, deliverables, and deadlines
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