Operations Coordinator

United States Digital Space LLC; Greater London; Hybrid; GBP 55,000 - 60,000; Full time

Benefits offered by this job

Equity

Job summary

United States Digital Space LLC is expanding its London/Europe operations and seeks an Operations Coordinator to streamline administration, finance and invoicing, HR, onboarding, and tender/document support. This hybrid London-based role connects executive calendars with finance wheels and compliant admin processes.

You will manage invoices, travel, contracts, and onboarding while liaising with HQ finance and regional leadership. Experience in fast-growth scale-ups and Xero is valued.

Qualifications

• Experience in an Executive Assistant, Chief of Staff, Office Manager, or similar operations role in a fast-growing scale-up.
• Comfortable working across finance, HR, and admin tasks with strong attention to detail.
• Experience with invoicing/billing processes and basic bookkeeping (Xero preferred).
• Familiarity with UK/EU employment and HR requirements, or willingness to quickly get up to speed.
• Strong written communication skills—able to produce polished documents, proposals, and submissions.
• Highly organised, proactive, and able to juggle competing priorities.
• Discreet and trustworthy when handling sensitive information.

Responsibilities

• Act as a trusted right hand to regional leadership and team, anticipating needs and proactively solving problems.
• Manage day-to-day administrative operations for the London/Europe team, including calendars, correspondence, and general executive support.
• Support financial administration - expense processing, invoice tracking, and liaising with finance at HQ.
• Own the customer invoicing process for the region: raising invoices, tracking payment status, chasing outstanding payments, and resolving billing queries.
• Organise team travel, offsites, and team activities, ensuring cost-effective and smooth logistics.
• Manage local HR requirements for the London/Europe team, including contracts, benefits administration, compliance with UK/EU employment regulations, and acting as first point of contact for HR queries.
• Coordinate basic onboarding for new hires: equipment, access, welcome logistics, and initial paperwork.
• Support the commercial team with tender or proposal submissions, and support marketing with collateral, event registrations, and vendor/supplier registrations.

Skills

Executive Assistant experience

Attention to detail

Invoicing/billing

Xero experience

UK/EU HR knowledge

Strong written communication

Highly organised

Discreet handling

Tools

Xero

Job description

Imagine having the power to stress-test an entire power grid against a hurricane or thunderstorm before the clouds even gather. That is the reality we are creating at the company.

We use advanced machine learning to create engineering-grade, physics enabled digital twins of electricity grids across four continents, this helps asset owners understand their biggest challenges and bring the most viable solutions to life across millions of kilometres of infrastructure.

By simulating extreme weather and structural stress at a network-wide scale, we empower the world’s largest utilities to pinpoint risks, optimise investments and build a more resilient global energy future.

Our team is a collection of brilliant minds who are fanatical about making a tangible difference in the real world, utilising AI and machine learning to accelerate everything from data classification to complex scenario analysis. We have built a special culture where innovation thrives because everyone owns the mission and we need smart, creative people to help us scale this impact to every corner of the globe.

Operations Coordinator

As the company scales globally, we're investing in the operational backbone that keeps a fast-moving, high-growth team running smoothly. To that end, we are hiring an Operations Coordinator for our London office: a hybrid role covering day-to-day administration, finance and customer invoicing support, team travel and activities, local HR requirements, onboarding, and hands-on support for commercial and marketing document work.

This is a broad, hands-on role for someone who thrives on variety and detail, and who can move seamlessly between supporting an executive's calendar and inbox, keeping the finance and invoicing wheels turning, and pulling together a tender submission or marketing document. You will be the connective tissue that keeps the London/Europe team organised, compliant, and moving fast.

What You'll Do:

• Act as a trusted right hand to regional leadership and team, anticipating needs and proactively solving problems before they become issues.

• Manage day-to-day administrative operations for the London/Europe team, including calendars, correspondence, and general executive support.

• Support financial administration - expense processing, invoice tracking, and liaising with finance at HQ.

• Own the customer invoicing process for the region: raising invoices, tracking payment status, chasing outstanding payments, and resolving billing queries.

• Organise team travel, offsites, and team activities, ensuring cost-effective and smooth logistics.

• Manage local HR requirements for the London/Europe team, including contracts, benefits administration, compliance with UK/EU employment regulations, and acting as first point of contact for HR queries.

• Coordinate basic onboarding for new hires: equipment, access, welcome logistics, and initial paperwork.

• Support the commercial team with tender or proposal submissions, and support marketing with collateral, event registrations, and vendor/supplier registrations.

Who You Are:

• Experience in an Executive Assistant, Chief of Staff, Office Manager, or similar operations role, ideally in a fast-growing scale-up.

• Comfortable working across finance, HR, and admin tasks, with strong attention to detail.

• Experience with invoicing/billing processes and basic bookkeeping (Xero preferred).

• Familiarity with UK/EU employment and HR requirements, or a willingness to quickly get up to speed.

• Strong written communication skills - comfortable producing polished documents, proposals, and submissions.

• Highly organised, proactive, and able to juggle competing priorities

• Discreet and trustworthy when handling sensitive information.

• Comfortable in a fast-paced, ambiguous and international environment where processes are still being built.

What We Offer:

• A collaborative, non-bureaucratic environment where innovation thrives and great ideas win regardless of title.

• Direct exposure to regional leadership, finance, HR, and commercial teams, putting you at the heart of our European operations.

• The freedom to shape your role, build processes from the ground up, and directly enable our team to expand globally.

• The opportunity to power a fast-growing tech scale-up that is actively helping solve world-scale climate resilience and grid challenges.

• Offers Equity

Compensation: £55K – £60K

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