Operational Coordinator

Description

**Instivo:** We are a startup dedicated to developing composable solutions for retail management. Our purpose is to transform the relationship between users and systems, offering the flexibility retailers need to innovate. We bring together experts in software development, innovation, and retail to build solutions that empower our customers to lead change in the market. We are looking for an Operational Coordinator to work cross-functionally, structuring and ensuring follow-up on technical and operational demands, while safeguarding execution cadence, objectives, deadlines, and operational rituals (ceremonies). This role is for someone with strong organizational, tracking, and coordination skills—capable of sustaining the company’s operational cadence, translating objectives into clear plans, and ensuring disciplined execution of deadlines and operational rituals. What will you do? Participate in operational routines and track the company’s priority demands and initiatives. Organize and run tracking rituals and ceremonies, such as daily stand-ups and weekly follow-up meetings. Ensure every relevant project has clearly defined objectives, owners, deadlines, status, risks, dependencies, and next steps. Centralize visibility into operational demands and objectives within a reliable, up-to-date system. Hold leaders and initiative owners accountable for updating tasks, action plans, timelines, and metrics. Support leaders and teams in maintaining clarity around short-term priorities. Prepare status summaries and dashboards for operational monitoring. Identify delays, misalignments, delivery risks, critical dependencies, and undefined items—escalating relevant issues to leadership. Ensure meetings yield practical outcomes, with documented decisions, owners, deadlines, and follow-up actions. Act as guardian of the company’s operational cadence management system—promoting greater predictability, discipline, accountability, and focus on delivered value. What do you need to have/know? Experience in project management, strategic operations, business operations, chief of staff, or equivalent roles. Experience in dynamic environments with multiple concurrent initiatives, competing priorities, and cross-departmental coordination needs. Ability to structure and run tracking rituals, action plans, scorecards, and executive routines. Experience tracking strategic projects across functions and engaging with senior leadership. Mature, clear, and legitimate ability to hold others accountable. Strong organization, execution discipline, and attention to detail—without losing executive perspective. Ability to turn ambiguous topics into trackable plans—with owners, deadlines, and success criteria. Strong written and verbal communication skills. Experience with task management, project management, documentation, and metric-tracking tools. Ability to consolidate information and produce clear executive-level assessments of progress, risk, priority, and value delivered. What will be considered as differentiators? Prior experience in startups, scale-ups, B2B technology companies, or retail tech. Direct experience working with CEOs, founders, or executive leadership. Hands-on experience with Product and Technology in contexts involving roadmaps, cross-functional integration, and delivery tracking. Experience building dashboards, scorecards, and executive performance views. Strong organizational context awareness and ability to influence without direct hierarchical authority. Prerequisites Knowledge and Experience Business Operations Execution Planning KPI Tracking Executive Routine Management Project Organization Executive Follow-up Cross-Functional Coordination Characteristics Organizational Ability Communication Clarity Execution Discipline Sense of Priority Maturity in Accountability Autonomy Executive Perspective Reliability What do we offer? Remote work model (hybrid for residents of Florianópolis) Gympass Access to the Alura learning platform Vacation & Co PJ contract (full-time) This is a remote position