Operations Coordinator

Frame Solutions Ltd | Remote, anywhere | Full-time during UK business hours |

About us
Frame Solutions is a UK B2B SaaS company building ESTA, a project delivery and contract administration platform for chartered surveying firms. We hold RICS Tech Partner status and ISO 27001 certification, and we're growing quickly across quantity surveyors, project managers and contract administrators. We're a small, distributed team working across the UK, the Philippines and beyond.

What we need
We're looking for a reliable, detail-oriented Operations Coordinator to join us as a full-time contractor. You'll be the person who keeps the operational machine running - executing the rhythm of work that keeps clients onboarded, marketing campaigns out the door, demos followed up on, and the directors free to focus on growth.

We have a comprehensive SOP library covering most of what this role does. Your job is to follow those processes accurately, flag anything that needs a director's input, and execute reliably day after day. You don't need to invent the process - we already have it. We need someone who can run it.

1) What you'll do

Client implementation
- Set up new client environments in ESTA - branding, configuration, dashboards, report templates
- Run report migrations and backdating exercises against documented procedures
- Coordinate client onboarding tasks against our implementation playbook

Sales and marketing support
- Produce sales decks and marketing packs for prospects from templates
- Take and write up demo notes, log them in the CRM
- Schedule and send email marketing campaigns from prepared templates
- Maintain CRM data, contact records, pipeline stages, notes
-Schedule CPD sessions, send joining details, issue certificates and feedback forms

Director support

- Manage director calendars, scheduling and inbox triage
- Coordinate travel, expenses and meeting prep
- Maintain shared trackers and documentation

Process and rhythm
- Run the recurring weekly and monthly task rhythm against the SOP library
- Flag any task that isn't covered by an existing SOP so we can document it
- Suggest improvements to existing SOPs where you spot inefficiencies

2) Who we're looking for

Essential
- 3+ years in an operations, virtual assistant, or coordinator role - ideally for a small SaaS or professional services firm
- Disciplined process follower - you read the SOP, follow it precisely, and ask before improvising
-Detail-oriented to a fault - small errors in client environments and CRM data create big problems downstream
- Strong written English - you'll be writing client-facing emails, demo notes and CRM entries
- Comfortable with Google Workspace, Trello, a CRM (HubSpot, Pipedrive or similar), Mailchimp, and basic deck production in Canva or PowerPoint
- Reliable home office setup, stable internet, available during UK business hours

The kind of person who thrives here

- Takes pride in accuracy. You'd rather check twice than fix something later.
- Tells us when an SOP isn't working rather than working around it silently.
- Calm and self-managing. We don't micromanage; we expect you to flag what you need.

Working arrangement
- Hours: Full-time, with overlap of UK business hours expected.
- Equipment: You provide your own laptop and reliable internet.
- Trial: Initial 4-week paid trial against live work, then ongoing if it's working for both sides.

How to apply
Send a CV plus a short note (no more than half a page) covering - A time you took something messy and made it run smoothly