Overview
Operations & Executive Coordinator Jobs in Colombo, Western Province, Sri Lanka at TeamIn
Title: Operations & Executive Coordinator
Company: TeamIn
Location: Colombo, Western Province, Sri Lanka
At TeamIn, we are committed to delivering high-quality business process outsourcing (BPO) solutions to our valued clients across the United Kingdom. With a focus on precision, responsiveness, and client-centric service, we strive to understand and fulfill each partner’s unique operational needs. Our objective is to provide exceptional support that fosters enduring, trust-based relationships and drives long-term success.
As the Operations & Executive Coordinator, you will work directly with the Managing Director (our client), who is responsible for sales and business development and is also a single mother. She moves quickly, thinks verbally, and operates across multiple parallel priorities. We are seeking an experienced individual who can bring structure, systems, and calm ownership to this environment.
What this role is really about
Your core responsibility is to own everything that lands in your MD’s hands until it is completed, delegated, scheduled, or consciously deprioritised – without following up.
You will:
- Run your own task and follow-up system
- Act as the single source of truth for actions and commitments
- Proactively manage priorities, not wait for instruction
- Protect our client’s time, attention, and energy
- Communicate clearly, concisely, and professionally
- Liaise with the team and the customers so that our client is not the bottleneck
Key responsibilities
- Capture and manage all actions and priorities arising from emails, messages, meetings, and verbal conversations
- Maintain a robust task-tracking system and keep it up to date independently
- Provide daily written summaries and weekly priority overviews
- Proactively chase third parties and flag risks early
- Manage inbox, calendar, travel, and logistics end-to-end
- Create and maintain simple SOPs where helpful
Systems & Commercial Support
- Support the ongoing maintenance of Notion workspace, ensuring delegated actions, notes, and priorities are captured and organised clearly
- Act as an administrative and follow-up owner within HubSpot, including:
- Logging and updating contacts and deals
- Tracking sales actions and follow-ups
- Prompting on outstanding commercial actions
- Ensure sales and business development follow-ups do not drop through the cracks
- Work closely with internal team members to support smooth handovers and execution
(You are not expected to be a sales expert, but you are expected to be organised, proactive, and commercially aware.)
What you must bring
- 5+ years of experience as an executive assistant, operations coordination or management.
- Strong proficiency in English, with excellent verbal and written communication skills.
- A proven personal system for task and priority management
- Emotional maturity, discretion, and professional boundaries
- Confidence to clarify, challenge, and push back when needed
How success is measured
- Absolute ownership mindset, zero dropped balls.
- Highly proactive; does not require chasing or repeated follow-ups.
- Calm, clear-thinking, and focused under pressure.
Benefits of joining TeamIn:
Employees will be eligible for the following benefits upon completing six months of continuous service with TeamIn:
- Annual medical allowance of 20,000 LKR
- Hospitalisation coverage of up to 100,000 LKR per annum
- Complimentary gym membership at Revolucion Leisure Hub, the largest and most prestigious fitness centre in Sri Lanka
In addition, all employees are eligible for the following benefit from the date of joining:
- Monetary reward for Employee of the Month recognition
Employment Type: 1 year fixed-term contract (includes 6-month probation)
Working Days: Monday to Friday
Working Hours:
1.00 PM to 10.00 PM (SL time) during April to October
2.00 PM to 11.00 PM (SL time) during November to March
Work Setting: Hybrid (2 days from home, 3 days at the office)
Important: This is an immediate hire, and the selected candidate should be able to join within 14 days after the interview process.
We provide drop-off transportation within a 20KM radius from our office in Pepiliyana.
Thank you for your interest in joining our team!
