Operations manager (leadership team)

Department:

Operations

Reports To:

Operations Department

Employment Type:

Full-Time

Work Setup:

Remote

Schedule:

U.S. Business Hours (Graveyard Shift – PH Time)

Compensation:

Competitive compensation package, commensurate with experience and leadership role alignment

Role Overview

The Operations Coordinator provides administrative and operational support to the Operations Department to ensure smooth coordination, timely follow-ups, and organized documentation of operational activities. This role focuses on operational monitoring, administrative coordination, and cross-department communication, allowing the Operations Supervisor and Team Leaders to focus on team leadership, performance management, and client service delivery. The Operations Coordinator serves as the central point for tracking operational updates, monitoring reports, and ensuring that pending actions are followed efficiently across teams and departments. By supporting operational documentation, monitoring flagged reports, and coordinating with internal departments, this role helps maintain operational visibility, accountability, and efficiency within the organization.

Strategic Value of the Role

The Operations Coordinator plays a critical role in ensuring that the Operations Department remains efficient, organized, and responsive as the organization grows. This role helps:

• Reduce administrative workload for operational leadership
• Improve tracking of operational reports and escalations
• Strengthen cross-department coordination
• Ensure faster follow-ups and operational accountability
• Support a scalable operational structure

Job Description

The Operations Coordinator is responsible for supporting the Operations Department in managing administrative tasks, operational monitoring, and coordination between internal teams. This role ensures that key operational activities such as attendance monitoring, time-off tracking, escalation documentation, and cross-department updates are consistently tracked and properly documented. The coordinator will work closely with the Operations Supervisor and Team Leaders to monitor operational reports, follow up on flagged issues, and ensure that operational matters raised by other departments are addressed promptly. The role also contributes to operational reporting, process documentation, and workflow organization, ensuring that information flows efficiently between departments such as Client Relations, Success Team, Human Resources, and Recruitment. Through proactive monitoring and coordination, the Operations Coordinator helps the department maintain efficient operations, organized reporting, and timely response to operational concerns.

Key Responsibilities

1. Operational Monitoring
   • Monitor attendance and productivity reports across operations teams.
   • Track time-tracking systems and activity reports (e.g., Time Doctor or similar tools if implemented).
   • Review operational reports and flag irregularities or concerns to the Operations Supervisor.
   • Maintain records of attendance trends and workforce availability.
2. Time-Off and Availability Coordination
   • Track PTO/STO requests and approvals across teams.
   • Maintain updated records of team availability and coverage.
   • Coordinate with Team Leaders regarding schedule adjustments or absences.
3. Escalation and Documentation Management
   • Maintain documentation for:
   • Escalations
   • Performance concerns
   • Operational investigations
   • Notices to Explain (NTEs)
   • Evaluations and corrective actions
   • Ensure operational records are organized, documented, and accessible.
4. Monitoring Flagged Operational Reports
   • Monitor reports and communications from departments such as:
   • Client Relations
   • Success Team
   • Human Resources
   • Track flagged or tagged operational concerns that require attention.
   • Ensure all operational matters are documented and followed up accordingly.
5. Cross-Department Coordination
   • Coordinate operational updates between:
   • Operations
   • Client Relations
   • Success Team
   • HR / Recruitment
   • Ensure information and updates are communicated to the appropriate Team Leaders or Operations leadership.
   • Facilitate timely coordination on operational matters affecting VAs or client accounts.
6. Follow-Up on Pending Operational Actions
   • Track pending tasks, operational actions, and escalation follow-ups.
   • Ensure assigned actions are completed within the expected timeline.
   • Provide updates to the Operations Supervisor or Head of Operations regarding unresolved matters.
7. Operational Reporting Support
   • Assist in preparing operational reports and summaries.
   • Consolidate data from operational monitoring tools and internal reports.
   • Support leadership with data organization and documentation needed for decision-making.
8. Administrative Support to Operations Leadership
   • Provide administrative coordination for:
   • Operational meetings
   • Leadership updates
   • Documentation requests
   • Assist in organizing operational records, reports, and internal updates.

Key Competencies

To succeed in this role, the Operations Coordinator should demonstrate:

• Leadership Experience/ Operations Background
• Strong Organizational Skills
• Ability to track multiple operational reports, documents, and follow-ups.
• Attention to Detail
• Proactive Communication
• Coordination and Collaboration
• Operational Awareness

Compensation & Benefits:

Ascension Business Solutions offers a structured, long-term employment opportunity designed to support stability, growth, and professional development. Competitive compensation aligned with leadership scope, paid training and structured onboarding, fully remote work setup (company-issued laptop and headset), HMO health coverage (subject to eligibility guidelines), paid Time Off (PTO), performance-based annual salary increases, retention and performance bonuses after 6 months. ABS is intentional about building long-term professional partnerships, not short-term or gig-based arrangements.