Delivery & Operations Coordinator

EVOCS OVERVIEW

EVOCS was founded with a clear purpose: to help businesses operate more effectively, solve complex challenges, and create opportunities for growth through practical expertise and technology solutions.

As an IT consulting firm, we work with our clients to understand their needs, identify the right technologies, and deliver solutions that improve performance and support their business objectives.

Today, EVOCS is a trusted technology partner to a growing number of organizations and industry leaders. Our team combines technical expertise, business understanding, and a commitment to quality to deliver effective solutions and build lasting client relationships based on responsiveness, consistency, and results.

🎯 Role Overview

This is the administrative coordinator role for Delivery and Operations. It keeps records accurate, deadlines met, and recurring cycles running so that Delivery Directors, PMs, and Operations leads spend their time on delivery rather than on chasing and filing.

The scope is deliberately broad. The core is contract intake, HubSpot pipeline hygiene, project record upkeep, and recurring reporting — but the role is expected to absorb administrative work across both functions as priorities shift.

The common thread is that nothing sits, nothing goes stale, and nothing is missed. Accuracy, cadence, and follow-through are the core skillsets. This position does not make commercial, scope, or resourcing decisions.

This is a hands-on execution role. There are no direct reports and nothing to delegate. The work is done by the person in the seat.

🧩 What you will do

In this role, you will:

Contract intake and recording

• Serve as the intake point for every signed, executed contract — new client business terms, SOWs, staff augmentation SOWs, and Change Order SOWs against existing business.
• Record each document in the correct system with complete metadata, and link it to the correct parent project and prior contract lineage so change orders are never orphaned from their originating SOW.
• Produce the internal-share version of each SOW to the agreed redaction standard, removing role-specific financials — bill rates, role-level costs, and margin — and file both versions to their correct locations.
• Hand off to the accountable Delivery Director and PM with a standard summary, route setup and invoicing trigger tasks the same business day, and chase until acknowledged. Only the redacted version circulates internally.

HubSpot pipeline hygiene and deadline tracking

• Review the pipeline on a set cadence; verify every open deal sits in the correct stage with required fields and close dates populated.
• Flag stalled, mis-staged, or stale deals to the deal owner and chase until corrected.
• Track commercial deadlines — RFP responses, proposal due dates, contract expiry and renewal — and chase the accountable owner ahead of the due date.
• Flag any deal reaching closed-won without a corresponding executed contract in the intake queue.

Project and system record upkeep

• Set up and maintain project records in ClickUp and the PSA platform (Kantata) to the agreed structure as new work is mobilized.
• Reconcile records across HubSpot, ClickUp, and Kantata; clear or escalate mismatches, missing records, and stale statuses.
• Maintain shared document repositories, folder structures, and naming conventions.
• Coordinate access and tool provisioning requests for incoming project team members.

Recurring reporting and governance support

• Own the weekly Vantage Portfolio report: chase submissions, collate inputs from PMs, Finance, and Delivery, publish on schedule, and escalate non-submission ahead of the deadline.
• Chase timesheet, status, and forecast submissions ahead of each reporting cycle.
• Support governance meetings — agendas, materials collation, action capture — and chase open actions to closure between sessions.

General administrative support

• Absorb ad hoc administrative requests from Delivery Directors, PMs, and Operations leads. The task list will shift as priorities do, and flexibility about what lands in the queue is part of the role.

🧠 What you will bring

The top candidate will have the following skills:

• Administrative or operations coordination experience in a professional services environment.
• High accuracy under time pressure — data-entry precision is the primary requirement of this role.
• Working proficiency with a CRM and a work management platform. HubSpot and ClickUp preferred.
• Clear, concise written English; notifications must be actionable at a glance.
• Comfortable holding multiple unrelated queues at once and switching between them without dropping items.
• Follow-through — closes loops, chases outstanding items without prompting, and knows what to escalate rather than what to solve.
• Genuinely comfortable with repetitive, detailed execution work — satisfaction comes from a clean queue, not from directing others.
• Discretion with confidential information, including redaction and restricted distribution.

👥 Our Values

We are privileged to serve our loyal customer base in our mission to build lasting relationships with our clients based on trust and mutual success. We strive to deliver exceptional quality and consistency through a white-glove approach. By empowering businesses with tailored solutions and insights, we help them achieve their goals and navigate the ever-evolving tech landscape.

The values we live by:

• Customer-centric Solutions
• Innovation & Excellence
• Integrity & Transparency
• Data-driven Decision Making

📝 Need to Know

The posting will be active for a minimum of 3 days. The active posting will continue to extend by 3 days until the position is filled.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected basis, in accordance with applicable law.