Business Operations Coordinator
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AI Summary
The role manages the revenue cycle through invoicing, collections, and financial reconciliation while overseeing contract administration and client relations. Additionally, the coordinator performs market research and identifies process efficiencies to support departmental growth.
| SUMMARY |
The Business Operations Coordinator provides comprehensive support in financial reconciliation, contract administration, and client relationship management. This role is responsible for the daily execution of the revenue cycle, including invoicing, collections, and payment tracking, while maintaining organized document workflows and providing foundational market research. Designed for a proactive professional with an analytical mindset, the position focuses on ensuring high-quality data integrity and identifying procedural efficiencies that support the department’s growth and long-term strategic goals.
| MAJOR DUTIES AND RESPONSIBILITIES |
1. Operational & Financial Support
- Revenue Cycle Coordination: Execute daily processing of accounts receivable (AR) and support accounts payable (AP) to ensure accurate, timely financial reporting.
- Payment Reconciliation: Perform routine reconciliation of invoices and payments; maintain a balanced ledger and escalate complex discrepancies for management review.
- Collections Management: Lead initial outreach and follow-up for past-due accounts, ensuring consistent cash flow while maintaining professional client rapport.
- Contract Administration: Prepare and distribute contract templates and related documentation; ensure all files are audit-ready and organized for final execution.
- Client Liaison: Act as a primary point of contact for routine customer inquiries, ensuring high standards of service and timely issue resolution.
- Document Management: Maintain the integrity of the contract system, ensuring all agreements, amendments, and client files are current and accessible.
- Market Research: Execute targeted data collection and preliminary analysis to provide leadership with the foundational insights needed for strategic decision-making.
- Efficiency Support: Identify recurring bottlenecks in the revenue or contract cycles and suggest practical, actionable improvements to streamline the process.
- Reporting & Analytics: Maintain accurate records and transform raw data into clear visual reports, ensuring leadership has immediate visibility into account health and departmental performance.
| REQUIREMENTS |
- Experience: Minimum of 3 years in business operations, finance, account management, or a related professional environment.
- Operational Expertise: Proven track record of managing complex workflows, handling financial reconciliation, and identifying opportunities to improve internal procedures.
- Technical Proficiency: Highly proficient in Microsoft Office (specifically Word and Excel); experience with contract management software is a plus.
- AI Adaptability (Preferred): Familiarity with using generative AI tools to streamline administrative tasks, enhance research, or improve the speed and clarity of professional communications.
- Communication: Exceptional verbal and written skills with the ability to interact effectively with all organizational levels, from internal staff to external clients.
- Organizational Impact: Excellent time-management and prioritization skills; ability to take initiative and delegate tasks appropriately to meet deadlines.
- Analytical Mindset: Detail-oriented with the ability to exercise strong judgment and discretion in confidential or complex company matters.
- Self-Management: As a remote team member, you must be self-motivated and accountable, with the ability to work with minimal supervision while staying responsive during core hours.
- Adaptability: Ability to adjust readily to changing priorities and approach tasks with a positive, solutions-oriented attitude.
- Professionalism: Maintains professional demeanor and a strong customer-service orientation in all interactions.
| ONE TEAM CULTURE EXPECTATIONS |
Culture is everything, and we work hard at being a unified One Team. All team members must consistently demonstrate the following behaviors:
- We assume the Positive Intent of our team members first.
- No Hoarding Rule – We believe in open and transparent exchange of information.
- We believe our relationships with each other are an important component of our success.
- We-ism – We operate with an associations-first mindset, which includes a strong commitment to our team members.
- All for One – We strive to be great and reliable team members for each other.
- We actively work to appreciate and value the contributions of all team members.
- We practice pausing to acknowledge and celebrate our significant successes.
- We are committed to straight and courteous communication between team members.
- No Beach Balls – We are committed to maintaining strong and trusting relationships. We actively work through issues before they become barriers. We have the necessary crucial conversations with each other.
- We believe that a respectful culture is the foundation of a safe, effective, and supportive environment for all.
- We believe in the importance of exploring innovative ideas and solutions that help solve problems, improve our effectiveness, and increase member value.
- To err is human. Mistakes are opportunities to learn and improve.
- We believe in the importance of a diverse and inclusive culture, where differences and similarities are valued equally, and team members listen without judgment to learn and grow from one another’s strengths and perspectives.
| PHYSICAL REQUIREMENTS |
| Rarely (0-12%) | Occasionally (12-33%) | Frequently (34-66%) | Regularly (67-100%) | |
| Seeing: Must be able to read reports and use computer. | X | |||
| Hearing: Must be able to hear well enough to communicate with co-workers. | X | |||
| Standing/Walking: | X | |||
| Climbing/Stooping/Kneeling | X | |||
| Lifting/Pulling/Pushing | X | |||
| Fine Motor: Must be able to write, type and use phone system. | X |
Working Conditions: Normal working conditions with the absence of disagreeable elements.
Other Requirements: This position may require occasional local and long-distance travel. If incumbent uses his or her own vehicle for transportation, they must have a valid driver license and carry auto insurance in the amounts and type required by law.
Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.
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