Operation Coordinator

Role Summary

Responsible for running and organizing Ayvo’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 Responsibilities

1. Project Management & Workflow

• 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).
• Organize the workflow for each project: define stages, owners, deadlines, and ensure the team follows the workflow.
• Monitor task execution across teams (Development / Sales / Marketing / Research / Support) and ensure work flows smoothly with no blockers, escalating issues when needed.

2. Internal & Client Meetings Coordination

• Coordinate all project‑related meetings (Kickoff, Follow‑up, Review, Demo, Retrospective) as well as internal cross‑team meetings.
• Prepare clear meeting agendas (objectives, discussion points, time, participants) and share them in advance.
• Send invitations (links, locations, timings), follow up with reminders, and ensure the attendance of all key stakeholders.

3. Meeting Minutes & Action Follow‑up

• Record detailed Minutes of Meeting (MoM) for all internal and client meetings, including summary, decisions, owners, and deadlines.
• Share MoMs with all relevant stakeholders in a clear and well‑formatted structure (Email / PDF).
• Follow up regularly on action items with each owner, update status (Done / In Progress / Delayed), and escalate delays or risks to management.

4. Client Follow‑up & Relationship Management

• Follow up on all active clients per project, ensuring their questions are answered and they are updated on delivery status and timelines.
• Perform regular follow‑ups after meetings or deliveries (via email or calls) to confirm client satisfaction and collect feedback or change requests.
• Log all client interactions in a dedicated file/tool (notes, next steps, risks) as a reference for the team.

5. Business Email Writing & Review

• Draft and send professional emails related to projects and clients (meeting confirmations, follow‑ups, delivery updates, clarifications, summaries).
• Review critical emails before sending them to ensure:

1. Message clarity.

2. Language accuracy.

3. Alignment with Ayvo’s communication style and policies.

• Use and improve standard email templates (confirmations, follow‑ups, summaries) to keep communication consistent and efficient.

6. Documents & PDF Preparation

• Prepare and format project‑related PDFs (proposals, briefs, reports, presentations) in a structured and professional way.
• Create Instructions & Guidelines in PDF format to explain ways of working, workflow steps, and communication rules between teams and clients.
• Organize and archive all documents in a clear folder structure (by client / project / date) to ensure easy access and traceability.

7. SOPs & Process Development and Implementation

• Develop and document clear SOPs for:
• Project management (from project initiation to closure).
• Meeting management (preparation, execution, documentation, follow‑up)
• Client management and follow‑up.
• Cross‑team task execution.
• Implement SOPs in day‑to‑day operations, explain them to the team, and ensure consistent adherence.
• Review processes regularly, identify bottlenecks or inefficiencies, and propose practical process improvements to increase efficiency and reduce errors and delays.

8. Operations & Cross‑Department Quality Assurance

• Ensure every step in the workflow is documented and executed according to the approved SOPs.
• Review the quality of:

1. Meeting minutes.

2. Documents shared with clients.

3. Key business emails.

4. Execution quality in other departments.

• Test or review the delivered software from an operational/experience perspective after development (where applicable) and coordinate with relevant teams on issues or gaps.
• 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.

Qualifications & Skills

• Previous experience in Operations / Project Coordination or a similar role in a software house or tech environment.
• Strong organizational skills with excellent time management and high attention to detail.
• Excellent email writing skills in Arabic, with good command of English (written and verbal is a plus).
• Ability to handle multiple projects simultaneously and switch context without losing track of details.
• Strong communication skills with both internal teams and clients, maintaining a professional and constructive tone.
• Good knowledge of work‑organization tools (Spreadsheets, task boards, online meeting tools, PDF tools, documentation tools).

Job Type: Full-time