Business Operations Coordinator

The Business Operations Coordinator is responsible for supporting the efficient and effective operation of the business by coordinating, administering and continually improving key operational processes across multiple functions. Acting as a central point of coordination, the role ensures that information, systems, documentation and processes are maintained accurately and consistently throughout the customer, commercial and business lifecycle.

The role provides operational support across areas including sales administration, quotation and order processing, contract administration, business records management, customer information, supplier coordination and general office administration. By maintaining robust processes, accurate data and effective controls, the Business Operations Coordinator helps ensure that colleagues can deliver services efficiently, customers receive a professional experience, and the business remains organised, compliant and well governed.

A key characteristic of the role is its versatility and cross-functional nature. The Business Operations Coordinator works closely with teams throughout the organisation, building strong relationships and acting as a trusted source of administrative and operational support. The role contributes to the organisation's strategic objectives by enabling operational efficiency, supporting business growth, promoting data quality and process consistency, and helping to create a scalable and well-managed business capable of delivering excellent outcomes for customers and stakeholders. This aligns with Intelliscape's focus on operational efficiency, process improvement and supporting sustainable growth.

Responsibilities

• Administer and coordinate operational processes across the business, ensuring activities are completed accurately and on time.

• Maintain accurate, complete and accessible business systems, databases and records, including customer, supplier and stakeholder information, ensuring these are managed in line with company policies and quality management requirements.

• Support the management of customer enquiries, sales pipeline, forecasts, quotations, orders and associated documentation throughout the sales lifecycle, including the maintenance of corresponding records and trackers, ensuring business systems containtimely and accurate information to support planning and reporting.

• Prepare, issue and maintain quotations, proposals and other commercial documentation in a timely fashion.

• Process customer orders and ensure all relevant systems and records are updated.

• Administer customer contracts, including maintaining contract registers, renewal dates and associated documentation.

• Support the monitoring of contract milestones, renewals and key business obligations.

• Monitor and administer shared business mailboxes, ensuring enquiries, requests and orders are responded to or routed appropriately. 

• Coordinate the receipt, filing and management of business documents in accordance with company procedures.

• Assist with bid and tender administration, including document preparation, information gathering and submission coordination.

• Support the organisation and administration of customer events, user groups, exhibitions, conferences and other business activities. 

• Produce routine reports, summaries and management information from business systems and records.

• Act as a point of contact for administrative and operational enquiries from customers, suppliers and colleagues.

• Coordinate internal approvals and document workflows where required.

• Support the continuous improvement of business processes, procedures and administrative practices by identifying improvement opportunities and helping to implement changes.

• Assist in maintaining templates, forms, standard documents and operational procedures.

• Coordinate meetings, including room bookings, refreshments and meeting logistics where required.

• Manage office consumables, stationery and other administrative supplies.

• Liaise with suppliers and service providers to support the smooth running of business operations.

• Assist with onboarding and other administrative activities that support the wider business.

• Support compliance with company policies, information security requirements and quality standards.

• Maintain confidentiality and handle sensitive business information appropriately.

• Provide general business administration support to departments across the organisation as required.

• Undertake other operational and administrative duties consistent with the level and purpose of the role.

Benefits:

• Competitive salary of £28k-£35k dependent on experience
• Hybrid/flexible working arrangements.
• 25 days’ annual leave, plus bank holidays.
• Holiday buy and sell scheme.
• Up to 16 days flexi leave accrual a year.
• Half day Fridays.
• Reservists in the Armed Forces receive special paid leave.
• Private medical health insurance & Employee Assistance Program.
• Life assurance policy.
• All Staff Discretionary Bonus.
• Group Pension Plan of up to 5% employer contribution.
• Electric vehicle charging.
• Sports & Social activities.
• Publication and recruitment bonus rewards.
• Professional development opportunities.
• Onsite showers.
• Free onsite parking.

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