Executive Assistant & Business Operations Coordinator
About the role and the company hiring.
We are a growing London-based commercial cleaning company seeking an experienced, highly organised and proactive Executive Assistant & Business Operations Coordinator.
You will work directly with our founder, supporting the day-to-day running of the business, managing administrative responsibilities and helping establish efficient systems as we grow.
This is not a basic virtual assistant role.
We are looking for someone with previous experience supporting business owners or coordinating business operations, who is confident taking ownership, solving problems and managing several responsibilities independently.
As we operate in a growing startup environment, adaptability, initiative and excellent organisational skills are essential.
Key Responsibilities:
Executive Assistance & Administration
Manage the founder's calendar, meetings, appointments and daily reminders.
Organise emails, follow-ups, documents and outstanding tasks.
Maintain administrative trackers and ensure important deadlines are met.
Help prioritise workloads and organise the founder's day.
Anticipate administrative needs and proactively follow up on outstanding matters.
Business Operations & Account Management
Monitor cleaner schedules, attendance and clock-in/out records using Connecteam.
Check cleaning completion records and site lock-up confirmations.
Follow up on lateness, absence and scheduling issues.
Assist with arranging cleaner cover and operational changes.
Maintain cleaning schedules, client records and operational documents.
Communicate professionally with our clients, cleaners and suppliers.
Assist with client feedback, routine account management and service issues.
Bookkeeping & Financial Administration
Assist with Xero bookkeeping, invoices and expenses.
Prepare and send approved client invoices.
Maintain accurate records of payments, subscriptions and business expenses.
Prepare cleaner timesheets and payment summaries for director approval.
Follow up on outstanding client payments.
Prepare monthly financial and profitability reports for management review.
Recruitment & Staffing
Write and publish recruitment advertisements.
Source, contact and screen cleaning candidates.
Arrange interviews and maintain recruitment records.
Assist with cleaner onboarding and required documentation.
Help maintain a reliable database of available cleaning contractors.
Business Support & Process Improvement
Help create and maintain standard operating procedures (SOPs).
Identify opportunities to improve efficiency and automate repetitive administrative tasks.
Coordinate administrative tasks across different business activities.
Support the implementation of new systems, procedures and operational improvements.
Please note: These responsibilities are not exhaustive. As a growing business, our needs will continue to evolve. We are looking for someone with a versatile skill set, strong prior experience and the flexibility to take on additional responsibilities as required.
Ideal Experience & Requirements
Minimum 3 years of relevant experience in executive assistance, operations coordination or business administration.
Previous experience supporting a founder, director or small business owner.
Excellent written and spoken English.
Strong organisational skills, attention to detail and professional judgement.
Experience with Google Workspace, Microsoft Excel and digital business systems.
Previous recruitment and candidate-screening experience.
Experience in bookkeeping, invoicing and Xero is highly desirable.
Experience in cleaning, facilities management, property management, hospitality or other service-based industries is advantageous.
Comfortable working independently with minimal supervision.
A university degree is not required. We value experience, reliability and demonstrated ability over formal qualifications.
Who We're Looking For:
We are particularly interested in someone who can:
Take ownership of tasks without constant reminders.
Investigate problems and recommend sensible solutions.
Work confidently with confidential business information.
Communicate professionally with clients and contractors.
Adapt to changing priorities in a growing company.
Recognise what needs doing and take initiative.
Remain calm, organised and dependable under pressure.
Working Arrangements
Location: Fully remote
Employment: Part-time initially
Hours: Approximately 12–15 hours per week, spread across three working days.
Timezone: Must be available during agreed UK business hours.
Trial: Initial trial, with the opportunity for increased hours, responsibilities and remuneration based on performance and business requirements.
This role offers an opportunity to develop into a more senior operations and account management position as our company grows.
Recruitment Process:
Shortlisted candidates will complete practical assessments designed to evaluate their organisational skills, problem-solving, communication, recruitment experience and financial administration capabilities.
We are looking for genuine professional experience and the ability to make sound decisions independently.
How to Apply:
Please email admin@koalacleans.co.uk with:
Your CV and a brief introduction.
Details of your previous executive assistance or operational experience.
The types of businesses or executives you have supported.
Your experience with bookkeeping, recruitment and business administration.
Software and systems you are confident using.
A brief example of a business problem you resolved independently.
Your availability and expected hourly rate in ZAR.
Email subject: Executive Assistant & Business Operations Coordinator Application
Applications will be reviewed based on relevant experience, communication, initiative and suitability for our growing business.
Reduce overlapping sections and bullets
This is a direct company role. Apply with a short statement and resume. HireSava does not charge applicants or sit in the middle of your application.
How to apply
Hit Apply now. You will be asked for a short application statement, your resume, and answers to any screening questions the employer added for this role.