Operations Coordinator

We’re a non-profit with an agency operating model. We work with charities, trade unions, and community or political organisations to win change. As an Operations Coordinator you’ll join a multidisciplinary, integrated and highly collaborative team focused on delivering our mission: to create movements that are progressive, hopeful and powerful, to inspire people to act on the most pressing issues of our time.

Strong operations are the key to bringing out the best of our team and our work. With a unique insight into how everything fits together, you’ll support our organisation to run efficiently and grow sustainably.

In this role, you’ll collaborate closely with the other members of the operations team on the day-to-day delivery of processes across finance, the office, HR, recruitment and client services.

This is a varied position with plenty of scope for learning and growth. We’re looking for someone with 2-4 years of experience in operations or a comparable role (such as finance, office management or HR). Most important is a willingness to get stuck in from day one.

An Operations Coordinator you will work across these areas:

Finance, bookkeeping and payroll

• Provide data to support decision making across the organisation - compile and present a range of regular reports, including cashflow, internal budgets and team capacity

• Maintain accurate records of what we’re spending on live projects and internal costs - support our accountants with book-keeping

• Make sure our team, collaborators and suppliers get paid on time - set up payruns and payroll

Facilities and technology

• Support the day-to-day operations of the Small Axe office including facilities management, security, tools, technology, health and safety alongside HR and finance

• Manage supplies for the Small Axe office including snacks, beverages, cleaning, office, hygiene products

• Organise repairs, maintenance and support with ongoing office improvements

• Make sure the team have all the tools and tech they need for effective work day-to-day, managing our subscriptions and creative equipment library

• Act as the primary point of contact for tech and digital tool support for the wider team

HR and team culture

• Coordinate logistics for internal team events, socials, lunch and learns as well as client or public facing events

• Support the implementation of HR processes and policies that bring out the best of the team, and help rollout our staff offer

• Uphold the organisation’s data protection, cyber security and safeguarding policies

Recruitment, onboarding and offboarding

• Support senior team with recruitment and onboarding processes that bring in more excellent people to join and stay with us

• Work with the team to help grow our network of collaborators - finding, contracting and onboarding filmmakers, copywriters, producers, creatives, web developers that support our campaign delivery

Client services

• Support project leads to get campaign projects going and keep them on track - drafting contracts, monitoring retainers and expense budgets and capacity planning

• Work with project leads on project evaluation and closing reports

Special projects

• Hold small projects or discrete parts of a larger project across all areas of Operations

• Perform other duties as required

Requirements

About you

• Clear communicator and a collaborative team player

• Willing and quick to learn how to navigate new processes

• An eagle eye for spotting mistakes and strong attention to detail

• Able to pace and manage your workload; keeping on track with regular tasks and responding to the needs of the team as and when they arise

• Experienced in balancing multiple projects and competing priorities, knowing when to ask for support when you need it

• Thoughtful about how processes can be improved

• Committed to progressive politics and change

• A proactive interest in emerging AI technologies

Essential skills, knowledge and experience

• 2-4 years experience in an operations or comparable role - that could include finance, office management or HR

• Strong examples of successful operations work to-date which has made practice, process or project management better

• Introduced, used or built process and practice using online tools and databases for reporting and organising information (for example tools like: Slack/Teams, Google Suite, Xero/Quickbooks, Airtable, Favro/Trello)

• Confidence in using spreadsheets including formulas and pivot tables

• Comfortable and curious about understanding financial processes including book-keeping and cashflow

• Working in a multi-disciplinary team

• Working in a fast-paced environment

• Working with people of different backgrounds and beliefs

• Familiarity with AI tools for everyday task efficiency

Desirable experience & skills

• Demonstrated experience leveraging AI tools (e.g. Gemini, Claude, Midjourney) to streamline workflows, draft content, or perform initial data analysis

• Experience of working on or volunteering with social or political campaigns

• Experience working in an agency setting

• Experience in supporting funding proposals and bids

• Experience working in Agile methodology

Please note that all roles at Small Axe require an enhanced DBS check because our work can take us into schools and community spaces. Small Axe will arrange DBS checks for new staff once they’re in post.

All candidates must have a valid Right to Work in the UK from day one of employment.