Business Operations Coordinator

Summary/Objective:  

The successful candidate will support various cross-functional initiatives, ensuring smooth operations across marketing coordination, executive support, and pre-qualification processes. This role is ideal for a proactive individual who thrives in a fast-paced environment, enjoys handling diverse tasks, and excels at keeping teams organized.

Essential Functions:

• High School diploma or equivalent
• 2 or more years in a coordination, operations, or administrative support role.
• Strong organizational skills with keen attention to detail.
• Ability to effectively manage multiple projects and tasks simultaneously.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and marketing tools is a plus.
• Ability to communicate effectively with all levels of an organization.
• Proactive problem-solver who thrives in a dynamic environment.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities/Duties:

• Marketing & Brand Support
  • Assist in coordinating marketing materials, internal communications, and brand initiatives.
  • Manage company swag programs, including ordering, inventory tracking, and distribution.
  • Support event planning and logistics for corporate functions, trade shows, and internal gatherings.
• Pre-Qualification & Vendor Support
  • Assist in gathering and reviewing vendor and subcontractor pre-qualification materials.
  • Ensure compliance with company requirements and maintain accurate documentation.
  • Work with internal teams to streamline qualification processes.
• Executive & Operations Support
  • Act as a liaison between executives and internal/external stakeholders for ad-hoc requests.
  • Provide general administrative assistance, such as scheduling meetings, preparing reports, and tracking project progress.
  • Assist with special projects and cross-departmental initiatives as needed.
  • Participate, when appropriate, with vendor selection, timely purchasing, pricing accuracy, and delivery to ensure customer service and profit maximization.

Competencies:

• Clerical – Knowledge of administrative and clerical procedures and systems, such as word processing, spreadsheet maintenance, managing files and records, and other office procedures and terminology.
• English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Communication  – Providing information to supervisors, co-workers, clients, and vendors by telephone, in written form, e-mail, or in person in a professional and timely manner.
• Establishing and Maintaining Interpersonal Relationships – Developing constructive and cooperative working relationships with others, and maintain them over time.
• Computers – Knowledge of computer software, including applications.
• Judgment and Decision Making – Considering the benefits of potential actions to choose the most appropriate one.
• Organization, Planning, and Prioritizing Work – Develop specific goals and plans to prioritize, organize, and accomplish your work.
• Getting Information – Observing, receiving, and otherwise obtaining information from all relevant sources.
• Documenting/Recording Information – Entering, transcribing, recording, storing, or maintaining information in written or electronic form.
• Thinking Creatively – Developing, designing, or creating presentation materials, company products, etc.
• Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
• Time Management – Managing one’s own time as it relates to the position and duties.
• Service Orientation – Actively looking for a way to help people.
• Coordination – Adjusting actions in relation to others’ actions.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Monitoring – Monitoring/Assessing performance of yourself to make improvements or take corrective action as it relates to the position and duties.        

Hours:

M-Th 7am – 5pm, F 7am-11am

Physical demands: 

For office:  Largely sedentary, some walking, bending, standing, and lifting up to 35 lbs.

Able to work on computer for extended periods of time.

Pre-screening requirements:

Successfully pass required drug and physical tests. Valid driver’s license and driving record meets requirements. Clear background check and previous employment and reference checks.

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