Business Operations Coordinator

You are one of the key support pillars as Avicado continues to grow. As the Business Operations Coordinator, you are the teammate who keeps things moving. You'll work hand in hand with our internal teams, picking up the hands-on work that helps projects close cleanly, people changes land on time, and our data stay accurate.

Every 6 months, you'll look back and see that you've taken real work off your teammates' plates, freeing them to focus on higher impact problems. You'll see that the details you handled made our tools and reports more trustworthy, and that you spotted gaps along the way that became opportunities to build a better Avicado.

We're a growing company, and growing companies run on people who pitch in where they're needed, ask questions early, get the details right, and take pride in making their teammates' jobs easier. That's the culture of this role and this team: when we succeed, we make everyone's job easier at Avicado.

Core Responsibilities

Opportunity Closeout and Project Onboarding

• Run our Opportunity Closeout process accurately, translating a closed Salesforce opportunity into an active project in Toggl, our Main Project List (Excel), and Notion
• Use judgment on the gray areas the SOP cannot fully cover, such as whether a deal is a new project or an addition to an existing one, and know when to make the call yourself and when to elevate it.
• Close completed projects across multiple systems
• Proactively track down missing or conflicting information from Sales, Contracts, Finance, and consulting teams before it becomes a billing problem

Project and People Support

• Support project managers with requests to make changes to our time entry tool, such as adding new hires to projects or moving time entries
• Make adjustments to our internal tools and data sets so that project and client data stays accurate and reliable
• Update internal data sets when people are hired or move teams internally
• Make bulk changes to data in our tools, such as uploading CSVs and running weekly data quality checks
• Run recurring weekly and monthly maintenance SOPs on schedule, such as quality checks on our project data, people data, and system backups

Cross-team Support and Collaboration

• Join closeout, kickoff, and renewal conversations with Sales and our consultants, take action items, and help make sure our systems match what the team expects
• Support month-end close with Finance and our directors, from pre-invoicing prep to the project data updates that feed invoicing
• Take on recurring manual work from teammates across Biz Ops, Finance, Sales, and Consulting, and document what you do as an SOP
• Help refine our SOPs, and surface the bottlenecks and blockers you find along the way

You will love this job if...

• Take pride in doing your work accurately
• You feel fulfilled when your work makes your teammates' jobs easier
• You like following a process and making it more reliable than you found it
• You can operate in some gray spaces—some of this work requires good judgement and knowing when to elevate a question and when to take action with the information you have
• You double-check your work without being asked, and you are comfortable saying "I'm not sure, let me confirm"
• You enjoy figuring out why something is off and fixing the root cause
• You are a self-starter who loves to learn new tools

Ideal Background

You should have:

• Strong spreadsheet skills. You are comfortable in Excel with lookups, filters, pivot tables, and cleaning and uploading CSV files
• Experience in an onboarding process for employees, clients, or projects
• Experience following SOPs with precision. You can run a multi-step process the same way every time, and you notice when a situation does not fit the process
• Experience with SaaS business tools. A CRM such as Salesforce, a time tracking tools, and a workspace tool such as Notion are all examples. You do not need to know ours already, but you learn tools quickly
• Sound judgment. Some of our work is gray, not black and white. You can make a reasoned call, explain it, and know what to ask when you cannot
• Clear written English and strong remote communication.
• Comfort with AI tools. You use AI assistants, and more importantly, you check what they produce before trusting it

Preferred:

• Experience in professional services (consulting, legal, accounting, architecture and engineering, IT services, marketing, or similar), especially familiarity with concepts like billable time, backlog, and invoicing
• Experience working in or alongside a finance team on invoicing or recurring financial reporting.
• Experience maintaining data quality in Excel

Characteristics of an ideal candidate  

• Responsive; Avicado takes great pride in reacting quickly and positively to our clients and teammates, both internal and external 
• Innovative; a desire to drive innovation through new and unique solutions while embracing creative ideas
• Entrepreneurial; the drive to take initiative, deliver results, and create value for our clients
• Empowered; bring solutions instead of problems
• Performance Driven & Accountable; sets goals and challenges our high-performance culture
• Even-tempered; handles pressure and thrives in a fast-paced environment
• Coachable; recognizes strengths & weakness and open to guidance  

Why Avicado  

• Competitive compensation 
• Health insurance 
• 401k with employer match
• Flexible PTO
• Remote work
• Philanthropic Matching Gift Program  And more…  

About Avicado  

Avicado, LLP was established in 2015 with a focus on utilizing the latest cloud-based tools and applications to enhance our clients' experience. As a technology consultancy, we empower construction owners to make the most of their systems and data. Our team of experts collaborates with enterprise organizations such as data centers, universities, hospitals, and real estate developers to promote seamless interoperability across their teams and technologies. We are experiencing an exciting phase of expansion and actively searching for new talent to join our team. 

We’re a close-knit team with a high-performance culture, but we don’t like to take ourselves too seriously. 

Our diversity and inclusivity are a point of pride, and we have created a highly interactive remote work environment that encourages mutual respect and individuality while fostering opportunities for employees to excel both personally and professionally. We offer competitive benefits, remote work experiences, flexible work arrangements, various career development opportunities, employee resource groups, and more. 

Avicado's unwavering dedication to creating a remarkable workplace experience has been widely acknowledged by experts in the industry. We are thrilled to have attained the highly coveted "Great Place to Work" certification and to have been included on Inc.'s esteemed Best Workplaces list for three consecutive years. Additionally, we are humbled to have received the AYA Award, which recognizes allies who promote equality and actively foster positive change for women in technology. At Avicado, we take great pride in fostering a culture that is both inclusive and supportive, especially for women in the technology industry. 

These accolades are a testament to our ongoing efforts to foster a culture of inclusion, mutual respect, and professional growth for all members of our team. 

If you are a self-motivated individual who wants to work with Fortune 500 clients in a rapidly growing company, we encourage you to join us! 

EOE