Operations Coordinator

Scale Army

Location

Fully Remote (Work from Home) | 9 AM 5 PM EST

Role Overview

The Operations Coordinator will support the execution and coordination of day-to-day business operations, ensuring workflows, communication, and processes run efficiently as the company scales. This role requires a highly organized and proactive professional who can manage multiple priorities, maintain systems, and drive tasks forward with minimal oversight.

Key Responsibilities

Sales & Meeting Coordination

• Own the scheduling and coordination of supplier and partner meetings, ensuring all sessions are prepared with relevant context and materials

• Track action items, follow up on tasks, and ensure timely completion of meeting-related deliverables

CRM & Systems Ownership

• Maintain and organize data within HubSpot, ensuring accurate records of supplier status, onboarding progress, and communications

• Log notes, update contacts, and ensure CRM data is reliable and up to date

Supplier Onboarding & Communication

• Oversee the onboarding process for new suppliers, ensuring all required documentation and product details are collected and organized

• Serve as the primary point of contact for suppliers, managing inquiries and coordinating internally to support successful onboarding

Operational Execution

• Support order processing from placement through fulfillment

• Coordinate order entry, system updates, and vendor setup

• Partner with warehouse and logistics teams to ensure accurate and timely execution

Internal Coordination & Accountability

• Track and organize internal action items, ensuring tasks and projects are completed on time

• Maintain alignment across sales, operations, and suppliers by keeping priorities visible and organized

Administrative & Project Support

• Organize and maintain internal documentation, agreements, and shared files

• Provide support for ongoing projects, ensuring deadlines are met and progress is tracked

Qualifications

Experience

• 2 5 years of experience in operations, project coordination, or client services

• Experience working in a startup or high-growth environment (preferred)

• Familiarity with supply chain processes or logistics (preferred)

Skills

• Strong organizational skills with high attention to detail

• Excellent written and verbal communication skills

• Ability to manage multiple priorities and deadlines in a fast-paced environment

• Proficiency with tools such as HubSpot, Google Workspace, and similar systems

• Self-starter with the ability to take ownership and follow through on tasks

• Ability to operate independently, anticipate needs, and resolve issues proactively

What Success Looks Like

• Strong organization and consistent follow-through across all operational tasks

• High responsiveness and clear communication with internal teams and suppliers

• Accurate and well-maintained CRM and operational systems

• Efficient execution of workflows from order entry to fulfillment

• Ability to operate independently while anticipating team and business needs