ABOUT BACKUPVAULT
BackupVault is a UK-based cloud backup and security company, delivering data protection solutions to organisations across the UK. With a strong reputation for reliability and customer service, we are a growing business with a close-knit team.
This role is primarily to support the owner and sales director – both of which despise any form of administration tasks. We are now looking to bring in a skilled Operations & Administration Coordinator to help us scale efficiently and professionally.
THE ROLE
This is a pivotal hire for BackupVault. As our business grows, we are finding our current part-time virtual assistant is struggling to work effectively and we now require a full-time role.
The CEO currently spends significant time on day-to-day administration, time that should be invested in strategy and growth. You will take ownership of the operational and administrative backbone of the business, freeing up senior leadership while also playing an active role in improving how we work.
You will manage creating quotations, contracts, and invoicing/billing setup for new customers and respond to basic customer admin queries. You will coordinate tasks and projects in Asana, support the team with day-to-day operational needs, and — crucially — help us build out a library of Standard Operating Procedures (SOPs) as we professionalise our processes ahead of a period of significant growth.
This role is fully remote, permanent, and central to how BackupVault operates day to day.
KEY RESPONSIBILITIES
General Administration
* Provide day-to-day administrative support to the CEO and Sales Director
* Handle ad hoc operational tasks as the business requires
* Occasionally conduct online research and compile data with the help of Claude
* Keep various certifications up to date including ICO, Cyber Essentials, ISO and Insurance
* Organising the holiday diary for staff
Operations & Project Coordination
* Support onboarding of new customers, contracts and sending quotations
* Update customer billing when there is an upgrade or downgrade in services
* Manage and maintain the company's Asana workspace — projects, tasks, deadlines, and team assignments
* Coordinate internal processes and flag overdue actions to relevant team members
* Monitor and manage shared inboxes, ensuring nothing falls through the cracks
SOP Development & Documentation
* Create, maintain, and improve Standard Operating Procedures across business functions
* Work with team members to document how key processes work and ensure procedures are kept up to date
* Help migrate and organise documentation from SharePoint into our new Asana SOP platform
* Identify gaps in documented processes, recommend improvements and proactively propose new SOPs and ideas to make the business more efficient
Financial Administration
* Raise and send initial new invoices and setup recurring billing
* Setup direct debit and card payments for new customers
* Occasionally monitor and chase outstanding payments for customers not on direct debit
* Liaise with the company accountant and bookkeeper as required
SKILLS & EXPERIENCE
Essential
* Proven experience using Xero for customer creation, initial invoicing and recurring invoicing
* Hands-on experience working with Asana (or a comparable project management tool)
* Proficiency in Microsoft 365 (SharePoint, Outlook, Teams) or similar collaboration tools
* Demonstrated ability to write clear, structured Standard Operating Procedures
* Strong organisational skills with the ability to prioritise and manage a varied workload
* Excellent written and verbal communication skills
* Self-motivated and able to work independently in a remote environment
* Confident, proactive and not reactive
* High attention to detail and a process-driven mindset
Desirable
* Experience working in a SaaS, tech startup, or subscription-based business
* Familiarity with Microsoft 365, PipeDrive, Asana or similar tools for collaboration
* Experience supporting a senior leader or working directly with a CEO or MD
* Knowledge of GDPR and basic data compliance in a business context
* Experience with Claude/ChatGPT and general AI prompting
WHAT WE OFFER
* Competitive salary of £28,000 – £33,000 depending on experience
* Monday – Friday. 9am – 5pm
* Fully remote role. Work from anywhere in the UK, with occasional meetups
* Flexible, autonomous working environment with a supportive small team
* A genuinely central role in a growing business — your work will have visible impact
* Opportunity to shape and professionalise business operations from the ground up
* Statutory Pension contribution
* Laptop, phone, plus desk and office chair if required
* 28 days holiday including UK bank holidays
Applications without essential relevant software experience or skipped screening questions will not be progressed.
In your covering note, please briefly describe an SOP you have written and how you currently use Xero in your role. Applications without a covering note will not be considered.
We are an equal opportunities employer and welcome applications from candidates of all backgrounds.