Operations & HR Coordinator

Virtustant; South Africa; Remote; ZAR 240,000 - 420,000; Full time

Job summary

Virtustant is seeking a highly organized Operations & HR Coordinator to support a growing team with HR administration, vendor management, document control, and general operational duties. This full-time, remote role emphasizes ownership of established processes and proactive improvements within a fast-growing software environment.

The role collaborates with leadership and cross-functional teams to ensure employee records, contracts, and compliance documents are well-managed, with a strong

Qualifications

• 2–3 years of experience in operations, HR operations, administration, or related field.
• Experience in a growing or scaling company and managing multiple responsibilities.

Responsibilities

• Onboard and offboard employees and contractors efficiently.
• Oversee vendor management, subscriptions, renewals, and terminations.
• Support HR operations, including KPI tracking and performance coordination with leaders.
• Maintain employee benefits administration and health insurance records.
• Manage contracts and legal documents, ensuring proper filing and accessibility.
• Coordinate administrative tasks and cross-functional project support.
• Maintain policies, risk register, and procurement docs.
• Support compliance documentation and audit materials.
• Identify inefficiencies and propose practical improvements.
• Keep a clear file management system for easy retrieval.

Skills

Operations coordination

HR operations

Vendor management

Recordkeeping

Tools

Rippling

Cladara

Claude

MCPs

Job description

Job Title: Operations & HR Coordinator

About The Company

Our client is a fast-growing B2B software company that helps enterprises, particularly financial institutions, accelerate innovation.

Job Description

Our client is looking for a highly organized and proactive Operations & HR Coordinator to support the company's growing team and day-to-day operations. This full-time role combines human resources administration, vendor management, document control, and general operational support. The ideal candidate has experience working in a growing company and can take ownership of established processes while identifying opportunities to make them more efficient. This person will work closely with leadership and cross-functional teams to ensure that employee records, vendor subscriptions, contracts, compliance documents, and internal workflows are well managed. The role requires someone who is comfortable using technology, adapting to new systems, and taking initiative while knowing when to ask for support.

Responsibilities Of The Role

• Manage employee and contractor onboarding and offboarding, ensuring all steps are completed efficiently and consistently.
• Oversee vendor management, monitor subscriptions, and ensure services are properly managed, renewed, or canceled when necessary.
• Support HR operations, including performance tracking, goal setting, KPIs, and performance review coordination with functional leaders.
• Maintain employee benefits administration through the relevant HR systems and health insurance providers.
• Manage contracts and legal documents, ensuring records are correctly filed, organized, and accessible.
• Coordinate general administrative tasks and provide project management support for cross-functional initiatives, including client workshops.
• Maintain internal policies, the risk register, and procurement documentation, ensuring information remains current and accessible.
• Support the organization and maintenance of compliance documentation, including audit-related records and security assessment materials.
• Review existing procedures and identify opportunities to simplify workflows, improve efficiency, and reduce unnecessary administrative work.
• Maintain a clear and logical file management system so important documents can be easily located by the relevant team members.
• Take ownership of operational tasks while collaborating with leadership and other departments when decisions or guidance are needed.

Required Experience And Qualifications

• Approximately 2–3 years of experience in operations, HR operations, administration, or a related field.
• Experience working in a growing or scaling company, with an understanding of how operational needs evolve as a business expands.
• Experience managing administrative processes, documentation, and organized recordkeeping.
• Ability to manage multiple responsibilities while maintaining accuracy and attention to detail.
• Comfort working with digital systems and learning new software independently.
• Ability to identify inefficiencies in existing processes and recommend practical improvements.
• Strong organizational and coordination skills, including the ability to keep files, folders, and records structured and accessible.
• Availability to work hours close to UK business hours, with some flexibility to overlap with the New York time zone.

Preferred Skills

• Experience combining operations and HR responsibilities.
• Familiarity with employee onboarding and offboarding, performance management, and employee benefits administration.
• Experience with vendor management, subscription tracking, contract administration, and compliance documentation.
• Experience coordinating projects and working across multiple departments.
• Familiarity with AI tools, particularly Claude, and an understanding of MCPs and tool integrations.
• Experience using multiple software platforms and the ability to quickly learn unfamiliar systems.

Personality

• Highly organized: Maintains clear, logical systems for documents, records, and workflows.
• Proactive and ownership-driven: Takes responsibility for tasks and looks for ways to improve how work gets done.
• Confident: Comfortable making recommendations and suggesting more efficient approaches when appropriate.
• Collaborative: Works effectively with leadership and cross‑functional teams.
• Warm and approachable: Helps create a positive experience for new employees joining the company.
• Curious and adaptable: Willing to explore new tools, learn unfamiliar systems, and ask for help when needed.
• Detail‑oriented: Ensures important information is properly documented, filed, and easy to retrieve.
• Practical and resourceful: Focuses on effective solutions rather than creating unnecessary processes or documentation.

Software & Tools

• HR systems: Rippling and other HR management platforms.
• Vendor management: Cladara.
• AI tools: Claude.
• Technology integrations: MCPs and connected tools.
• Document management: Digital file storage and internal procurement documentation systems.
• Other systems: Employee benefits platforms, health insurance systems, and internal compliance and policy repositories.

Schedule

Full-time

Hours close to UK business hours, with some flexibility to overlap with the New York time zone.

Salary And Benefits

• Payment in USD or Local Currency according to candidate's preference.
• Full-time remote opportunity.