Operations Coordinator

The Company

We’re Octopus Legacy: one of the fastest growing tech companies in the country, part of the UK’s most exciting and best-trusted group (you may have heard of some of our sister companies…) and we have a mission.

We’re on a path to scale, aiming to become a household name while transforming a long-established industry and helping our customers prepare for, and find support after, death.

But we can’t do it alone, and that’s why we’re assembling a team of top performers to build with us.

Ready to be part of something big?

The Role

As an Operations Coordinator, you’ll be at the backbone of Octopus Legacy - keeping the wheels turning so our team and customers can have a seamless, efficient experience. You’ll take ownership of processes, documents, and workflows that are critical to our operations, making sure everything runs smoothly from start to finish.

You’ll have the freedom to improve, streamline, and reimagine how things get done - no rigid rules, just trust, tools, and the autonomy to make a real difference. From managing vital documents and post logistics to keeping our office and resources organised, your work will directly impact our team’s ability to deliver excellence to our customers.

We won’t sugarcoat it: the pace is fast, and there’s a lot to juggle. You’ll need resilience, initiative, and the ability to thrive in a dynamic environment. But if you enjoy building order out of chaos, solving problems on the fly, and continuously improving processes, this role is incredibly rewarding.

At Octopus Legacy, how we work matters as much as what we do. We’re operationally obsessed because every process, every document, every interaction has a direct effect on the people we serve. You’ll be joining us at a pivotal moment: we’re scaling fast, and you’ll play a key role in supporting the growth and efficiency of the business. There are endless opportunities to take initiative, own projects, and shape the way we operate.

Our values are simple: Be kind. Work hard. Stay optimistic.

Key Responsibilities:

LPA Operations (Lasting Power of Attorney)

• Manage the end-to-end LPA document journey - preparation, dispatch, tracking, and secure return.
• Keep customers informed throughout the process via email, CRM updates, and phone outreach.
• Scan, quality-check, and archive registered LPAs, ensuring accurate digital records.
• Handle all cheque processing and post office documentation with audit-ready accuracy.

Document & Post Logistics

• Oversee all incoming and outgoing post, maintaining smooth and reliable document operations.
• Manage the day-to-day relationships with our key fulfilment and logistics partners (Flow, Royal Mail, and Evastore), ensuring exceptional service levels and fast issue resolution.
• Coordinate printing needs, urgent print-and-bind tasks, and Legacy Box in-house shipments.
• Own recurring mail programmes and ensure timely delivery.
• Keep customer collateral and EPC marketing assets up to date; flag improvements and manage stock levels.
• Support internal teams by refining document workflows, including pre-appointment letters.
• Collaborate with the tech team to streamline workflows, automate manual tasks, and improve operational efficiency.

Office & Workplace Operations

• Maintain a well-run workspace by managing stock levels and replenishment of office supplies and snacks.

Who Are You?

• You love the energy of a fast-paced startup and show up every day ready to make things happen.
• You’re relentlessly organised - nothing slips, nothing stalls, everything moves because you make it move.
• You bring a high-ownership mindset and treat every process like it’s yours to optimise, fix, or reinvent.
• You thrive in the office: you’re present, hands-on, and fuel the team with your momentum and can-do attitude.
• You think three steps ahead, spot issues before they arise, and jump in with solutions, not problems.
• You’re driven by high standards and rapid execution.

Our Mission

In 2016 Sam’s mum died suddenly in a car accident. The experience that followed was overwhelming - with mountains of paperwork, sitting on hold and navigating financial stress. All at a time when he needed the space to navigate grief.

Death is difficult enough, without everything else that comes with it. Octopus Legacy was created to make the experience of losing someone easier for those left behind - so that they can focus on what matters.

Since then we have helped over 700,000 people plan for death and find support after a loss and are now the second largest estate planner in the UK.

When people think about planning for death they think about wills, life insurance and funerals. These small but mighty acts make a huge difference to the people we love. But why stop there?

We take these cold processes and turn them into something more human. We help customers share more than just money. Encouraging them to leave voice notes, music, recipes. So they can shape a legacy that connects them with the people they love while they’re here. And after they’re gone.

Benefits:

• Octopus share incentive scheme.
• Flexible holiday + extra day off for your Birthday.
• Work from anywhere in the world for up to 4 weeks per year.
• Vitality Health & Life Insurance. 
• Pension scheme.
• Enhanced parental leave.
• Free Will & LPAs + discounts on other Octopus services.
• Cycle to Work Scheme and access to the Electric Vehicle (EV) Salary Sacrifice Scheme.
• Octopus Giving: we match any charitable fundraising that you do up to £500. 
• Octopus Springboard: where we help our employees become fully-fledged entrepreneurs.
• Dog friendly office.
• Breakfast every day, snacks and wellness activities.

We know that to be truly innovative, we need to have a diverse team around us. That is why Octopus Legacy is committed to creating an inclusive environment and is proud to be an equal opportunity employer.