Business Operations Coordinator

Business Operations Coordinator

September 2026

We are a UK-based event management agency delivering high-end corporate events, offsites and international experiences across the UK and Europe.

We’re a small, close-knit team. We work closely together, communicate openly and take pride in doing things properly. There’s no unnecessary hierarchy. Just people who take ownership of their work, support each other and care about delivering a high standard.

Our work ranges from company offsites and corporate festivals to private dining, incentive travel, wine experiences and ski trips. Every project is different and, as the business grows, having strong systems, accurate information and good organisation behind the scenes is increasingly important.

Role Details

• Location: Remote (South Africa)
• Hours: Full-time (45 hours per week)
• Salary: R35,000 - R40,000 per month
• Discretionary bonus: Up to 10% per annum based on personal contribution and overall company performance
• Holiday: 20 days per year, plus either SA or UK holidays
• Contract: Independent contractor
• Reporting to: Managing Director
• Start date: 1 October 2026

Role Overview

This is a central, hands-on role within our small team, supporting the Directors and helping to ensure the business runs smoothly day to day.

You will take ownership of our central business systems, project controls, finance administration and marketing execution, while providing experienced operational support across our procurement and event delivery functions.

You will work closely with our Venue & Event Procurement Coordinator, our Event Operations & Delivery Coordinator, our part-time finance support and the two Directors.

This is not a junior administration role. We are looking for someone with maturity, judgement and strong attention to detail who is comfortable reviewing work, spotting gaps, following things through and taking responsibility without needing constant direction.

Key Responsibilities

Business Systems & Project Control

• Own and maintain our central Monday.com business tracker
• Own and review the consistent use of Microsoft Planner for project-level tracking, ensuring actions have clear owners and deadlines.
• Review actions, deadlines and project information for completeness
• Follow up overdue actions and missing information
• Maintain templates, checklists, workflows and processes
• Support management reporting and identify opportunities to improve ways of working

Finance & Commercial Administration

• Maintain the client invoicing schedule and coordinate invoice raising with finance
• Track outstanding client invoices and chase overdue payments
• Maintain supplier invoice and purchase order records
• Support event reconciliations and financial close-out
• Review cost trackers and flag missing costs, discrepancies or commercial concerns

This role does not undertake bookkeeping or accounting, but should be commercially aware and confident working with numbers.

Director & Business Support

• Track and follow up actions on behalf of the Directors
• Support meeting preparation, scheduling and business travel
• Prepare routine correspondence and documentation
• Undertake research and ad hoc business projects
• Help ensure important actions and deadlines do not get missed

Procurement & Event Support

• Support venue and supplier research, quote gathering and supplier chasing
• Maintain procurement trackers and comparison information
• Support proposal preparation and formatting
• Review supplier information for completeness and highlight gaps
• Provide an experienced second pair of eyes across post-confirmation supplier procurement
• Review event timelines, run sheets and key operational documents where required
• Take ownership of defined procurement and business support workstreams during periods of peak workload or team absence

Marketing Administration & Execution

• Upload and format website and blog content
• Schedule social media activity
• Build and send email campaigns
• Maintain CRM and marketing data
• Set up forms, automations and workflows
• Pull performance data and prepare reports

Skills & Experience

• Ideally 5+ years’ experience in business operations, project coordination, executive support, events or a similar role
• Strong organisational skills and excellent attention to detail
• Good commercial awareness and confidence working with numbers
• Able to prioritise across multiple workstreams
• Comfortable reviewing work and identifying gaps or inconsistencies
• Strong written and verbal communication
• Confident working independently and using judgement
• Strong spreadsheet skills
• Experience using CRM or project management systems

Desirable:

• Experience in events, hospitality, travel or agency operations
• Monday.com and Microsoft Planner experience
• Xero, Canva or Mailchimp experience

What We’re Looking For

• Someone who naturally brings order and structure
• Someone who notices when something is missing or does not look right
• Someone who follows things through and gets things done
• Someone who is commercially aware and comfortable asking questions
• Someone who enjoys improving systems and ways of working
• Someone who is happy being hands-on and supporting a small team

This role suits someone who takes pride in keeping a business organised, accurate and moving forward.

Use of AI Tools

AI tools may be used where appropriate. However, all outputs must be reviewed, refined and made specific - we're looking for someone who still uses their own brain! Generic or unverified outputs are not really us as a business, or right for our clients.

Application Process

We have successfully recruited a number of remote roles in South Africa and follow a structured process to ensure we find the right fit for both the individual and the business.

Due to the volume of applications we typically receive, the process is as follows:

1. CV Review: We begin by reviewing applications and identifying candidates whose experience and profile appear aligned with the role.
2. GeniusU Working Style Assessment: Selected candidates will be invited to complete a short working styles assessment to help us understand how they naturally approach work, structure, problem-solving, and communication.
3. AI-Supported Structured Video Interview: Candidates progressing from the working style assessment will be invited to complete a short, structured video interview via LinkedIn. The interview uses AI-supported screening to help us review responses consistently, but all progression decisions are made by our team. This stage helps us understand relevant experience, judgement, communication style and approach to real-world situations.
4. Human Interview: From this, we create a shortlist and invite candidates to a first interview with members of the Bespoke team. This allows us to explore experience in more depth and, importantly, to get to know the person behind the application.
5. Practical Task: Candidates progressing beyond the interview stage will be asked to complete a short, role-relevant task. This may involve reviewing a combination of project, financial and supplier information, identifying gaps or risks, prioritising actions and explaining how they would take control of the situation.
6. Final Interview: Final stage interviews will be held before a decision is made.

We aim to keep the process efficient and transparent throughout, and to ensure that each stage provides a clear understanding of how you think, work and approach detail.