Operations Coordinator

Join to apply for the Operations Coordinator role at HEO

Join to apply for the Operations Coordinator role at HEO

Head of Operations | Board Member at Scarf | Forbes 30 under 30 | Small Business Leader of the Year 2022

About us

HEO is the world's first commercial non-Earth imaging (NEI) and insights services company. NEI involves capturing resolved imagery of space objects using cameras mounted on other satellites, and deriving information and intelligence from the captured imagery. Our technology helps governments and commercial companies to visually monitor their spacecraft and other space objects they care about. Our vision is to image anything in the solar system on-demand. Read more about NEI here.

We are building out a high-performing interdisciplinary team capable of pushing the boundaries of space technology. We are growing fast and looking for talented, passionate people who value collaboration, growth, and learning to join our team.

HEO is a post-Series-A company backed by high-profile venture funds including Airtree, Y Combinator and In-Q-Tel. We are headquartered in Sydney, Australia with offices in the UK, USA and Japan. This means we are a multinational and multicultural team, working across time zones, languages and disciplines to deliver a category-defining product in a rapidly emerging space market.

Note: This position is open to current permanent residents or citizens of Australia and New Zealand. In exceptional cases, we will consider visa sponsorship for provisional visa holders.

Our values

We value good space citizenship. We are passionate about responsible custodianship, sustainability and trust. We believe that space should be easy and transparent. Our values help us tackle some of the most complex issues in space for the benefit of all of humanity. HEO is committed to diversity, equity and inclusion across our workforce.

About the role

We are hiring an Operations Coordinator to take on the administrative and coordination tasks that keep HEO running smoothly every day. This is a hands-on, detail-oriented, role reporting to the Head of Operations, and working closely with the Finance Director and founders across multiple time zones (Australia, Japan, UK, US).

The role is admin heavy and involves a lot of chasing, data entry, document handling, logistics, and scheduling. You can think of it as the essential work that makes a business function, so it also offers a front row seat to how a global startup is built and scaled, with opportunities to learn directly from senior leaders and gain exposure to every part of the business. This is a launchpad into future opportunities in operations management for someone ambitious and proactive who wants to grow.

Key Responsibilities

• Scheduling & Coordination: Managing calendars and booking meetings for the founders across multiple time zones, ensuring priorities are clear and logistics run smoothly.
• General Admin & Office Support: Ordering snacks and supplies, managing deliveries and mail, coordinating office access and site visits, liaising with vendors, and supporting logistics for visitors and events.
• Document Handling: Completing and submitting forms (ASIC, insurers, vendor applications, NDAs, visa support, applications, etc.), drafting first-pass responses on insurance forms and similar documents for review, managing trackers, and ensuring accurate filing in Google Drive.
• Reporting & Data Entry: Updating internal systems, preparing recurring reports for our constellation partners, collating data from across the business, and assembling draft materials for board and investor reporting.
• Travel Coordination: Reviewing and approving travel requests for the global team in line with policy, flagging any exceptions or issues, and occasionally booking flights or accommodation when required. Setting up corporate travel memberships and ensuring insurance documentation and reimbursements are handled promptly.
• Finance Support: Uploading and chasing receipts and invoices, processing payments, daily banking reconciliation, payroll and routine finance duties for review by the Finance team.
• Ad Hoc Research: Supporting quick-turn research tasks for the Head of Operations and other leaders (e.g., vendor comparisons, compliance requirements, etc.).
• Process Improvement: Identifying repetitive tasks and proposing automation or system improvements to make workflows faster and less manual over time.
• Team Support & Follow-ups: Acting as a go-to for everyday team admin questions, assisting with document preparation where needed, following up with team members, and ensuring operational requests are actioned promptly.

About you

• Organised, reliable, and detail-oriented, with a strong sense of ownership for getting things done right and on time.
• Comfortable handling high volumes of administrative tasks and context-switching frequently.
• Tech-savvy, eager to learn and use tools that make manual work faster and smarter.
• Professional and confident managing communication across multiple stakeholders, time zones, and functions.
• Curious and ambitious to grow, learn, and see how a global startup is built from the inside out.
• Comfortable working closely with senior leaders and maintaining confidentiality on sensitive matters.
• You likely have2–5 years of experiencein operations, administration, finance coordination, or executive support roles, ideally in fast-paced or high-accountability environments. You're confident managing logistics, juggling priorities, and making sure nothing falls through the cracks.

Above all, we're looking for someone proactive and ambitious. Whether you're a young gun, making a career change, returning to the workforce, or simply love the kind of work described, please reach out.

Perks and benefits

• Employee Share Option Plan (Own a piece of HEO)
• Full-time role based in office, with flexibility for hybrid work
• Central location in Sydney's Tech Central
• Flexible leave options so you can recharge and relax when best suits you – no forced leave during office shutdowns
• A generous parental leave policy
• End of trip facilities - bicycle parking and showers

Our commitment to Diversity and Inclusion

We make hiring decisions based on your experience, skills and passion, as well as how you can enhance HEO and our culture. Research shows that women and underrepresented groups are less likely to apply to jobs unless they meet every single competency or experience. If you are excited about this role, but your past experience doesn't align perfectly, we encourage you to apply anyway. You could be just the right person for this role and HEO. If you have any support or access requirements, we encourage you to advise us at time of application and throughout the interview process.

The successful candidate must submit to a background check. We kindly request no unsolicited resumes or approaches from recruitment agencies. HEO is not responsible for any fees related to unsolicited resumes. Please refer to our privacy policy regarding how your data will be handled: https://www.heospace.com/policy-html.

Seniority level

• Seniority levelEntry level

Employment type

• Employment typeFull-time

Job function

• Job functionManagement and Manufacturing
• IndustriesSpace Research and Technology

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