Qureos Mentor

Ayvo

Role SummaryResponsible for running and organizing Ayvo&rsquo;s day‑to‑day operations, with a focus on project management, meeting coordination, client follow‑up, and ensuring high‑quality execution and internal workflows across teams.Operations Coordinator:Key Responsibilities1. Project Management &amp; Workflow<ul><li>Track the status of each project (Project Pipeline) from kickoff to final delivery, and keep all project statuses updated on the approved tools (Sheets / internal tool / CRM).</li><li>Organize the workflow for each project: define stages, owners, deadlines, and ensure the team follows the workflow.</li><li>Monitor task execution across teams (Development / Sales / Marketing / Research / Support) and ensure work flows smoothly with no blockers, escalating issues when needed.</li></ul>2. Internal &amp; Client Meetings Coordination<ul><li>Coordinate all project‑related meetings (Kickoff, Follow‑up, Review, Demo, Retrospective) as well as internal cross‑team meetings.</li><li>Prepare clear meeting agendas (objectives, discussion points, time, participants) and share them in advance.</li><li>Send invitations (links, locations, timings), follow up with reminders, and ensure the attendance of all key stakeholders.</li></ul>3. Meeting Minutes &amp; Action Follow‑up<ul><li>Record detailed Minutes of Meeting (MoM) for all internal and client meetings, including summary, decisions, owners, and deadlines.</li><li>Share MoMs with all relevant stakeholders in a clear and well‑formatted structure (Email / PDF).</li><li>Follow up regularly on action items with each owner, update status (Done / In Progress / Delayed), and escalate delays or risks to management.</li></ul>4. Client Follow‑up &amp; Relationship Management<ul><li>Follow up on all active clients per project, ensuring their questions are answered and they are updated on delivery status and timelines.</li><li>Perform regular follow‑ups after meetings or deliveries (via email or calls) to confirm client satisfaction and collect feedback or change requests.</li><li>Log all client interactions in a dedicated file/tool (notes, next steps, risks) as a reference for the team.</li></ul>5. Business Email Writing &amp; Review<ul><li>Draft and send professional emails related to projects and clients (meeting confirmations, follow‑ups, delivery updates, clarifications, summaries).</li><li>Review critical emails before sending them to ensure:</li></ul>1. Message clarity.2. Language accuracy.3. Alignment with Ayvo&rsquo;s communication style and policies.<ul><li>Use and improve standard email templates (confirmations, follow‑ups, summaries) to keep communication consistent and efficient.</li></ul>6. Documents &amp; PDF Preparation<ul><li>Prepare and format project‑related PDFs (proposals, briefs, reports, presentations) in a structured and professional way.</li><li>Create Instructions &amp; Guidelines in PDF format to explain ways of working, workflow steps, and communication rules between teams and clients.</li><li>Organize and archive all documents in a clear folder structure (by client / project / date) to ensure easy access and traceability.</li></ul>7. SOPs &amp; Process Development and Implementation<ul><li>Develop and document clear SOPs for:</li><li>Project management (from project initiation to closure).</li><li>Meeting management (preparation, execution, documentation, follow‑up)</li><li>Client management and follow‑up.</li><li>Cross‑team task execution.</li><li>Implement SOPs in day‑to‑day operations, explain them to the team, and ensure consistent adherence.</li><li>Review processes regularly, identify bottlenecks or inefficiencies, and propose practical process improvements to increase efficiency and reduce errors and delays.</li></ul>8. Operations &amp; Cross‑Department Quality Assurance<ul><li>Ensure every step in the workflow is documented and executed according to the approved SOPs.</li><li>Review the quality of:</li></ul>1. Meeting minutes.2. Documents shared with clients.3. Key business emails.4. Execution quality in other departments.<ul><li>Test or review the delivered software from an operational/experience perspective after development (where applicable) and coordinate with relevant teams on issues or gaps.</li><li>Monitor how work is executed across departments, flag recurring issues (communication gaps, delays, poor handovers, misalignment), document them as improvement points, and suggest concrete solutions to management.</li></ul>Qualifications &amp; Skills<ul><li>Previous experience in Operations / Project Coordination or a similar role in a software house or tech environment.</li><li>Strong organizational skills with excellent time management and high attention to detail.</li><li>Excellent email writing skills in Arabic, with good command of English (written and verbal is a plus).</li><li>Ability to handle multiple projects simultaneously and switch context without losing track of details.</li><li>Strong communication skills with both internal teams and clients, maintaining a professional and constructive tone.</li><li>Good knowledge of work‑organization tools (Spreadsheets, task boards, online meeting tools, PDF tools, documentation tools).</li></ul>Job Type: Full-time

Operation Coordinator

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Ayvo

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Operation Coordinator