Operations Coordinator – Workflow and Task Tracking

GradeBuzz; Cleveland (OH); On-site; USD 42,000 - 62,000; Full time

Job summary

GradeBuzz is seeking a highly organized, proactive Operations Coordinator – Workflow and Task Tracking to support daily business operations, coordinate workflows, monitor task progress, and ensure that projects and operational activities are completed efficiently and on schedule.

The Operations Coordinator will work closely with team leaders, project managers, administrative staff, and other departments to maintain visibility across ongoing activities.

Qualifications

• Strong organizational and time management skills with multi-tasking ability.
• Attention to detail when updating trackers, reports, and records.
• Clear written and verbal communication with stakeholders.
• Ability to coordinate with multiple departments and maintain relations.
• Proficient with email, word processing, spreadsheets, and online collaboration tools.
• Familiarity with Trello, Asana, Monday.com, ClickUp, or Planner is a plus.

Responsibilities

• Coordinate daily operational activities and ensure tasks move through workflows.
• Track ownership, deadlines, status, and dependencies; follow up on outstanding items.
• Provide progress updates and escalate overdue tasks to managers as needed.
• Schedule meetings, prepare agendas, document action items, and share notes.
• Maintain accurate records, standard operating procedures, and project docs.
• Support process improvements and rollout of new tools and templates.

Skills

Organizational skills

Time management

Attention to detail

Written and verbal communication

Cross-department coordination

Basic computer skills

Prioritization

Confidentiality

Learning mindset

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Trello

Asana

Monday.com

ClickUp

Microsoft Planner

Job description

1. Job Summary

GradeBuzz is seeking a highly organized, proactive, and detail-oriented Operations Coordinator – Workflow and Task Tracking to support daily business operations, coordinate workflows, monitor task progress, and ensure that projects and operational activities are completed efficiently and on schedule.

The successful candidate will play an important role in maintaining smooth communication between departments, tracking assignments, updating operational records, and helping teams prioritize their responsibilities. This position requires someone who can manage multiple tasks, follow established procedures, identify workflow delays, and provide timely updates to relevant stakeholders.

The Operations Coordinator will work closely with team leaders, project managers, administrative staff, and other departments to maintain visibility across ongoing activities. The role involves using digital task management tools, maintaining accurate documentation, preparing progress reports, and helping improve operational processes.

This opportunity is suitable for candidates who enjoy organizing information, coordinating people and tasks, solving operational challenges, and contributing to a productive team environment. Candidates with strong organizational skills and a willingness to learn are encouraged to apply.

2. Key Responsibilities

Workflow Coordination

Coordinate daily operational activities and ensure that assigned tasks move smoothly through established workflows.

Monitor ongoing projects, departmental assignments, and operational requests to ensure timely completion.

Maintain clear task lists, workflow schedules, and activity trackers.

Coordinate with relevant team members to clarify task requirements, priorities, and deadlines.

Identify bottlenecks, delays, and recurring workflow issues and communicate them to the appropriate supervisors.

Help ensure that operational procedures are followed consistently across teams.

Task Tracking and Follow‑Up

Create, update, and maintain task records using spreadsheets, project management platforms, or internal tracking systems.

Track task ownership, deadlines, completion status, pending actions, and dependencies.

Follow up with employees and stakeholders regarding outstanding assignments and approaching deadlines.

Send reminders and provide progress updates to keep teams informed of their responsibilities.

Escalate overdue tasks, unresolved issues, and potential delivery risks to the appropriate managers.

Verify task completion and ensure that supporting documentation is available when required.

Communication and Team Coordination

Serve as a coordination point between departments to support effective communication and information sharing.

Schedule operational meetings, prepare agendas when required, and document action items.

Distribute meeting notes, task updates, and follow‑up reminders to relevant team members.

Communicate changes in schedules, priorities, and operational requirements promptly.

Assist team leaders in assigning responsibilities and monitoring workload distribution.

Maintain professional communication with internal stakeholders and external partners when necessary.

Reporting and Documentation

Prepare daily, weekly, and monthly workflow status reports as required.

Maintain accurate records of completed tasks, pending activities, operational issues, and outstanding requests.

Organize digital files, standard operating procedures, project documents, and other operational records.

Review task tracking information for missing details, inconsistencies, and outdated statuses.

Compile operational data to help management understand progress, productivity, and recurring challenges.

Support the preparation of dashboards, performance summaries, and management reports.

Process Improvement

Review existing workflows and identify opportunities to improve efficiency and reduce unnecessary delays.

Recommend practical ways to simplify task tracking, documentation, and communication.

Assist with implementing updated procedures, templates, and coordination practices.

Help standardize task management processes across teams where appropriate.

Collect feedback from team members and communicate suggestions for operational improvement.

Support managers in implementing new tools and workflow procedures.

Administrative and Operational Support

Provide administrative assistance for daily operational activities and ongoing projects.

Maintain calendars, schedules, task registers, and operational checklists.

Assist with organizing team meetings, project milestones, and internal deadlines.

Handle operational information responsibly and maintain appropriate confidentiality.

Perform other coordination‑related duties assigned by the supervisor or management team.

3. Required Skills and Qualifications

• A high school diploma or equivalent is required; a bachelors degree or diploma in Business Administration, Operations Management, Management Studies, or a related field is preferred.
• Strong organizational and time management skills, with the ability to manage multiple assignments simultaneously.
• Excellent attention to detail when updating task trackers, preparing reports, and maintaining records.
• Good written and verbal communication skills.
• Ability to coordinate with different departments and maintain positive working relationships.
• Basic to intermediate computer skills, including email, word processing, spreadsheets, and online collaboration tools.
• Familiarity with task management or project coordination platforms such as Trello, Asana, Monday.com, ClickUp, or Microsoft Planner is an advantage.
• Ability to prioritize work, monitor deadlines, and follow up on outstanding tasks professionally.
• Strong problem‑solving skills and the ability to recognize potential operational delays.
• Willingness to learn new systems, tools, and internal procedures.
• Ability to handle confidential business information with discretion.
• A dependable, professional, and results‑oriented approach to work.

4. Experience

Candidates with 0–2 years of relevant experience in operations coordination, administrative support, project assistance, workflow management, or task tracking are encouraged to apply.

Fresh graduates and entry‑level candidates may be considered if they demonstrate strong organizational abilities, basic computer proficiency, communication skills, and a willingness to learn.

Previous experience in any of the following areas will be an advantage:

• Administrative or office coordination.
• Project management assistance.
• Data entry and digital record maintenance.
• Customer service or team support.
• Task scheduling and deadline monitoring.
• Spreadsheet management and operational reporting.
• Remote team coordination and online collaboration.

Candidates with prior experience managing multiple workflows, maintaining project trackers, or coordinating cross-functional teams may be considered for more advanced responsibilities, depending on their qualifications.

5. Working Hours

• Employment Schedule: Full‑time or part‑time, depending on the position offered.
• Typical Full‑Time Hours: Approximately 8 hours per day, 5 days per week.
• Part‑Time Hours: Based on the agreed schedule and operational requirements.
• Work Arrangement: On‑site, hybrid, or remote, subject to the actual vacancy and company policy.
• Availability: Candidates should be able to attend scheduled meetings, respond to work‑related communications during agreed working hours, and meet established deadlines.
• Flexibility: Occasional schedule adjustments may be required to support project milestones or operational priorities.
• The final working schedule, time zone requirements, break periods, and weekly days off will be communicated during the recruitment process.

6. Knowledge, Skills, and Abilities

Technical Knowledge

• Understanding of basic business operations, administrative workflows, and task coordination.
• Knowledge of spreadsheet tools such as Microsoft Excel or Google Sheets.
• Familiarity with digital task tracking, project management, and collaboration platforms.
• Ability to maintain digital records and organize files systematically.
• Basic understanding of workflow reporting, deadlines, task dependencies, and progress monitoring.

Organizational Skills

• Ability to manage competing priorities and maintain accurate task lists.
• Strong scheduling and follow‑up abilities.
• Capacity to break larger assignments into manageable activities.
• Consistent attention to deadlines and operational details.
• Ability to maintain structured records and communicate task status clearly.

Communication Skills

• Ability to communicate instructions and updates in a clear, professional manner.
• Confidence in following up with team members regarding pending assignments.
• Ability to document meetings, decisions, and action items accurately.
• Professional email etiquette and effective written communication.

Analytical and Problem‑Solving Abilities

• Ability to identify missing information, workflow delays, and inconsistencies.
• Capacity to review task progress and recognize recurring operational issues.
• Willingness to suggest practical improvements to existing procedures.
• Ability to elevate concerns appropriately and support timely resolution.

Professional Attributes

• Reliability, accountability, and a strong sense of responsibility.
• Adaptability when priorities or schedules change.
• A cooperative approach to teamwork and cross‑departmental coordination.
• Initiative in identifying tasks that require attention.
• Commitment to accuracy, confidentiality, and continuous improvement.

7. Benefits

• Competitive compensation based on qualifications, experience, and role requirements.
• Opportunities to develop practical operations and project coordination skills.
• Structured onboarding and training on relevant workflows and digital tools.
• Opportunities to work with cross‑functional teams and gain exposure to business operations.
• Potential flexible working arrangements where supported by company policy.
• Professional development through practical assignments and process improvement initiatives.
• Opportunities to take on additional responsibilities as skills and experience develop.
• A collaborative working environment that encourages organization, accountability, and continuous learning.
• Potential career advancement into operations management, project coordination, or administrative leadership roles.
• Specific benefits, paid leave, insurance, bonuses, equipment provisions, and remote‑work allowances will depend on the confirmed employment terms and applicable company policies.

8. Why Join GradeBuzz?

Joining GradeBuzz as an Operations Coordinator offers an opportunity to contribute to the organization of daily business activities while developing valuable professional skills.

This role is ideal for individuals who enjoy bringing structure to busy environments, keeping teams organized, and ensuring that important tasks are completed on time. Rather than focusing on a single administrative responsibility, the position provides exposure to workflow management, reporting, team communication, documentation, and operational problem‑solving.

You will have the opportunity to strengthen your ability to manage deadlines, use modern productivity tools, coordinate multiple responsibilities, and understand how different business functions work together.

For entry‑level candidates, this position can provide a foundation for a long‑term career in operations, administration, project management, or business support. Experienced candidates may have opportunities to contribute to process improvements and take greater ownership of operational coordination.

GradeBuzz welcomes candidates who demonstrate professionalism, a willingness to learn, attention to detail, and a commitment to helping teams work more efficiently.