Delivery & Operations Coordinator

Summary

Evolution Cloud Services (EVOCS) is an IT consulting firm that delivers technology solutions and practical expertise to help businesses improve performance and achieve their objectives. The Delivery & Operations Coordinator manages contract intake, CRM and project record accuracy, deadline tracking, recurring reporting, governance support, and administrative workflows across Delivery and Operations.

Responsibilities

• 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
• 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
• 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
• 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
• 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

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
• 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
• Working proficiency with a CRM and a work management platform. HubSpot and ClickUp preferred

Qualifications

Must Haves

• 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
• 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

Nice to Haves

• Working proficiency with a CRM and a work management platform. HubSpot and ClickUp preferred