Operations & Project Coordinator

Job Summary

The Operations & Project Coordinator maintains data integrity, runs automated billing workflows, and organizes backend business logistics across the Zoho One platform. Core daily tasks include generating customer invoices via Zoho Books, auditing accounts receivable pipelines, deduplicating records inside Zoho CRM, scheduling executive client sessions, cataloging corporate documents, updating HR records within Zoho People, and drafting standard operating procedures (SOPs).

Required Professional Experience & Core Capabilities

• Operations Footprint: Proven professional background executing tasks in operations management, corporate administration, client account coordination, or virtual office environments.
• Zoho Ecosystem Mastery: Strong, practical experience navigating and configuring business workflows within Zoho Books and Zoho CRM.
• Financial Literacy: Direct experience managing accounts receivable (AR) lifecycles, processing inbound client payments, and running collections communication sequences.
• Linguistic Standard: Excellent written and verbal English communication skills, with a professional tone suitable for direct client outreach and executive support.
• Operational Habits: Superior time management, meticulous attention to detail, and a verified capability to handle highly sensitive financial and HR records with complete discretion.

Preferred System Tools & Advanced Qualifications

• Expanded Zoho One Fluency: Hands-on experience working with additional applications inside the Zoho suite, including Zoho Desk, Zoho Projects, Zoho People, Zoho Analytics, Zoho WorkDrive, Zoho Forms, or Zoho Sign.
• Small Business Accounting: Basic bookkeeping knowledge or practical experience supporting C-suite executives within lean, fast-moving business frameworks.
• Process Engineering: Prior experience mapping out manual workflows, tracking project sprint dependencies, and authoring formal Standard Operating Procedures (SOPs).
• Hardware & Connectivity Setup: Access to a private, distraction-free home office setup equipped with a high-speed internet connection and a secure workstation.

Key Responsibilities

1. Financial Operations & Accounts Receivable (35%)

• Process Invoicing Cycles: Create, verify, and send accurate customer invoices through Zoho Books based on subscription tiers and custom B2B contract terms.
• Monitor AR Pipelines: Track outstanding balances daily, identify late customer accounts, and send polite yet firm payment reminders via email and phone.
• Log Customer Payments: Reconcile bank deposits, wire transfers, and credit card payments against outstanding invoices, maintaining zero balance discrepancies.
• Compile Aging Reports: Extract financial data to prepare weekly accounts receivable aging reports, highlighting critical collection risks for leadership review.

2. CRM Architecture & Customer Data Governance (25%)

• Maintain Data Integrity: Audit customer records within Zoho CRM, ensuring contact details, company notes, and billing parameters remain updated.
• Clean Central Databases: Run continuous database deduplication routines, merge conflicting account histories, and eliminate data silos.
• Generate Pipeline Reports: Build custom CRM data views and summary reports, giving executive leadership clear visibility into customer retention trends.

3. Client Coordination & Executive Calendar Management (20%)

• Coordinate Executive Schedules: Organize and set up external B2B client meetings for company leadership, sending calendar invitations and follow-up agendas across time zones.
• Document Meeting Outcomes: Attend critical operational calls to capture meeting highlights, input action items into the CRM, and route task assignments to internal delivery teams.
• Manage Client Escalations: Serve as a primary intake point for incoming account questions, resolving minor operational issues instantly or routing complex cases to appropriate internal groups.

4. General Administration, HR Operations & SOP Development (20%)

• Administer Zoho People: Maintain secure employee and contractor profiles, coordinate remote onboarding documents, collect tax filings, and track leave balances.
• Centralize Corporate Repositories: Organize digital document drives within Zoho WorkDrive, ensuring contracts, NDA agreements, and vendor certificates are cataloged securely.
• Document Standard Procedures: Track project deadlines using Zoho Projects and collaborate with team leads to map out, write, and update team SOPs.

Core Competencies & Skills

• Rigorous Administrative Discipline: A natural passion for maintaining clean digital folders, orderly files, and complete data records without taking shortcuts.
• Systematic Financial Focus: A methodical approach to financial numbers that catches small invoice errors and data discrepancies before they reach the client.
• Proactive Problem Solving: An entrepreneurial mindset that spots operational bottlenecks early and fixes them without needing constant guidance.
• High Professional Discretion: The emotional intelligence and ethics required to manage private salary scales, contractor terms, and sensitive corporate files safely.

Skills Required:

• Computer / Software / It / Data