Payment Operations Coordinator

We are recruiting for a growing payment processing business looking for an experienced Payment Operations Coordinator to help manage the day-to-day operations of the business and support its continued growth.

This is an important early-stage hire. We're looking for someone who understands how payment processing works and can take ownership of the operational side of the business — from merchant onboarding and transaction monitoring through to reconciliation, payment issues, reporting, and ongoing merchant support.

The ideal candidate will have previous experience working for a payment processor, merchant services provider, acquiring bank, fintech, payment gateway, or similar business.

This is not a purely administrative role. We're looking for someone who understands the payments ecosystem, can identify problems before they become bigger issues, and is comfortable building and improving processes as the company scales.

Key Responsibilities

Payment Operations

• Monitor day-to-day payment processing activity and transaction flows
• Monitor transaction success and failure rates and investigate unusual activity or processing issues
• Identify payment exceptions, delays, discrepancies, and operational issues
• Coordinate with processors, acquiring partners, banks, technology providers, and internal teams to resolve issues
• Track outstanding payment issues through to resolution
• Escalate critical payment incidents quickly and appropriately
• Maintain clear records of operational issues and their resolutions

Merchant Onboarding & Account Management

• Support the onboarding of new merchants from application through activation
• Ensure merchant documentation and operational requirements are complete and accurate
• Coordinate merchant account setup with processors and third-party providers
• Manage ongoing merchant account changes, updates, and requests
• Ensure a smooth handover from sales/onboarding into ongoing operations
• Act as an operational point of contact for merchant-related issues

Reconciliation & Settlements

• Assist with daily and periodic reconciliation of payment transactions
• Review processor and settlement reports and identify discrepancies
• Investigate differences between processor reports, bank activity, settlements, and internal records
• Track outstanding settlement and funding issues
• Assist with refunds, payouts, adjustments, and transaction corrections
• Ensure financial and operational records remain accurate

Chargebacks, Disputes & Refunds

• Monitor and manage chargeback and dispute workflows
• Ensure required documentation and evidence is collected and submitted within deadlines
• Track chargebacks through to resolution
• Coordinate refunds and ensure they are processed accurately
• Maintain accurate records of disputes, refunds, and payment exceptions
• Identify recurring dispute or payment issues and flag opportunities to reduce them

Reporting & Analysis

• Maintain regular payment operations reports
• Track transaction volumes, approval rates, declines, chargebacks, refunds, and settlement activity
• Identify trends and unusual activity within payment data
• Prepare operational updates for management
• Use Excel/Google Sheets or relevant reporting tools to analyse payment data
• Help establish KPIs and operational dashboards as the business grows

Process & Operations Development

As an early hire within a growing payments business, you will be expected to help build the operational infrastructure, not simply follow an existing playbook.

You will:

• Create and improve SOPs for recurring payment processes
• Document merchant onboarding and operational workflows
• Build checklists and controls to reduce errors
• Identify repetitive manual processes that could be automated
• Improve internal workflows as merchant and transaction volumes increase
• Help establish escalation procedures for payment incidents
• Continuously look for ways to make the operation more efficient and scalable

What We're Looking For

We're looking for someone with real-world payment processing experience rather than a general administrator who is willing to learn payments from scratch.

The ideal candidate will have:

• 2–5+ years of experience in payment processing, fintech, merchant services, acquiring, banking, or a closely related environment
• Hands-on understanding of the payment lifecycle
• Experience working with payment processors, gateways, acquirers, or merchant service providers
• Experience with merchant onboarding and account management
• Understanding of authorization, settlement, funding, refunds, and chargebacks
• Experience with payment reconciliation and investigating transaction discrepancies
• Strong Excel/Google Sheets skills
• Excellent attention to detail
• Strong analytical and problem-solving abilities
• Excellent written and verbal communication
• Ability to manage multiple operational priorities simultaneously

Technical Knowledge

Candidates with experience working with platforms such as Stripe, Adyen, Worldpay, Fiserv, Global Payments, TSYS, PayPal, Checkout.com, Nuvei, or similar payment platforms would be highly desirable.

Specific platform experience is less important than having a genuine understanding of payment operations and being able to learn new systems quickly.

Knowledge of PCI DSS, payment security, fraud prevention, and payments compliance would also be advantageous.

Personality & Working Style

This role will suit someone who enjoys being the person who makes sure things actually get done.

We're looking for someone who is:

• Highly proactive and takes ownership
• Naturally organised and process-driven
• Comfortable working independently
• Analytical and commercially minded
• Calm when dealing with payment issues or operational problems
• Comfortable communicating with merchants and external providers
• Confident escalating problems when necessary
• Naturally curious and willing to investigate rather than make assumptions
• Comfortable working in a growing business where processes are still being developed
• Someone who spots problems before they become fires

You shouldn't need to be told about the same problem twice.

The ideal candidate will look at an operational issue, understand what is happening, investigate the cause, communicate with the relevant parties, and see it through until it is resolved.

What Success Looks Like

In this role, success means the payment operation becomes increasingly reliable, organised, and scalable.

You will help ensure:

• Merchants are onboarded efficiently
• Transactions and settlements are accurately monitored
• Payment issues are identified and resolved quickly
• Reconciliations are accurate
• Chargebacks and refunds are handled within required timelines
• Merchants receive responsive operational support
• Management has clear visibility into payment performance
• Processes are documented and continuously improved
• The business can increase transaction and merchant volumes without operational chaos

Why Join?

This is an opportunity to join a growing payments business at an early stage and have a meaningful impact on how the operation is built.

Rather than stepping into a highly siloed corporate payments role, you'll have the opportunity to help create the systems, processes, and operational standards that will support the business as it scales.

If you have genuine payment-processing experience, enjoy solving operational problems, and want to be part of building something from the ground up, we'd like to hear from you.