Overview

We are seeking a highly organized and proactive Operations Coordinator to support a US-based client by coordinating bookkeeping operations, managing team schedules, and ensuring smooth day-to-day workflows.

This role is responsible for allocating work to team members, managing incoming wholesale orders, and ensuring operational processes run efficiently. The Operations Coordinator will act as the central point of coordination between the bookkeeping team, internal stakeholders, and operational workflows.

The ideal candidate is highly structured, detail-oriented, and comfortable managing multiple moving parts in a fast-paced environment.

This role will work remotely while aligning with US Eastern Standard Time (EST) business hours.

Key Responsibilities

Team Coordination & Scheduling

• Coordinate and schedule bookkeeping staff across client accounts.

• Allocate work based on team capacity and workload.

• Monitor team assignments and ensure work is completed on schedule.

• Adjust schedules and assignments as operational needs change.

Order & Workflow Management

• Receive and process incoming wholesale orders.

• Ensure orders are accurately logged, tracked, and assigned.

• Coordinate with internal teams to ensure orders are fulfilled efficiently.

• Maintain accurate records of orders and operational tasks.

Operations Support

• Support day-to-day operational processes across the bookkeeping function.

• Ensure workflows are organized and tasks are completed on time.

• Monitor operational processes and identify areas for improvement.

• Assist leadership in maintaining structured operational systems.

Team Coordination

• Act as a central point of coordination for the bookkeeping team.

• Ensure clear communication across teams regarding priorities and deadlines.

• Help manage workloads and ensure balanced distribution of tasks.

• Escalate operational issues where necessary.

Requirements

• 2–4+ years experience in operations coordination, administrative coordination, or similar roles.

• Strong organizational and scheduling skills.

• Experience coordinating teams or managing operational workflows.

• Ability to manage multiple priorities simultaneously.

• Strong attention to detail and problem-solving ability.

• Excellent communication skills.

Preferred Experience

• Experience working with bookkeeping or accounting teams.

• Experience supporting US-based businesses or working EST hours.

• Familiarity with operational tools such as:

  • Project management platforms

  • CRM systems

  • Accounting platforms.

Key Attributes

• Highly organized and detail-oriented

• Strong operational mindset

• Reliable and proactive

• Comfortable coordinating teams and managing schedules

• Strong communicator

• Able to work efficiently in a fast-paced environment