Hybrid Finance and Operations Coordinator

at Allied Talent Partners

• Job title: Finance and Operations Coordinator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Nairobi, Kenya

About the role

• Finance and Operations Coordinator facilitating project delivery by managing finance operations and supporting talent acquisition. Focused on organizational integrity and effective project management processes.

Responsibilities

• Maintain CRM (Hubspot) and SharePoint with accurate client/talent data, notes, and contracts.
• Ensure consistent data entry, version control, and proper documentation.
• Monitor compliance and suggest improvements to record-keeping.
• Schedule client-talent interviews, internal and external meetings, managing calendars and follow-ups.
• Use templates and clear tracking processes to keep scheduling and documentation consistent.
• Manage travel plans, bookings, and visas when required.
• Support contracting and onboarding for project delivery.
• Keep templates updated and act as the main contact for logistics tasks.
• Maintain vendor tracker with contracts, payments, subscriptions, and contacts.
• Manage vendor relationships and handle customer support escalations when needed.
• Monitor vendor performance and ensure timely renewals.
• End-to-end oversight of invoicing, bill pay, payroll, reconciliations, collections, and project budgets.
• Manage talent and client contracts end-to-end, ensuring accuracy and timely approvals.
• Ensure seamless execution of all administrative tasks tied to project delivery, including but not limited to contracting.
• Liaise with banks to track payments and resolve issues.
• Track and report travel-related expenses accurately.

Requirements

• 5+ years’ experience in project delivery, finance and operations, or administration, with a proven track record in managing financial process, including invoicing and reconciliations.
• Prior administrative experience including managing agendas, booking travel, and handling visa applications (preferred but not mandatory).
• Strong financial acumen to help set up and maintain efficient processes.
• Proficiency in Excel, familiarity with CRM systems (e.g. HubSpot, Salesforce) and Applicant Tracking Systems is a plus.
• Highly self-driven with the ability to take initiative and work independently with minimal supervision.
• Excellent communication skills and attention to detail.
• Strong problem-solving mindset, with adaptability to manage competing priorities.
• Discretion and integrity in handling sensitive financial and contractual information.
• Excited to collaborate with an international and multicultural team.