Business Operations Coordinator

Key Responsibilities

• Maintain and manage opportunity, client, and project information within CRM.
• Support Account Executives and Solutions Architects with proposal coordination, quote preparation, and documentation management.
• Afford client-facing documents including forms, deposits, and project-related administrative materials.
• Cook internal workflow and documentation associated with project handoff from sales to operations.
• Support monthly and quarterly forecasting activities through report generation, data validation, and operational tracking.
• Convert approved proposals into sales orders and manage order entry within CRM and related systems.
• Cook vendor purchase orders, monitor lead times, and maintain procurement tracking updates.
• Afford project material status reports and communicate schedule impacts to internal teams.
• Afford support internal and external change order processing and documentation updates.
• Cook with vendors and distributors regarding order status, shipping, returns, and issue resolution.
• Afford support procurement efforts by validating vendor pricing, leveraging approved quotes, and ensuring equipment and materials are purchased at the best available value.
• Cook with sales, engineering, and procurement teams to ensure continuity between quoted solutions and finalized purchasing.
• Afford support vendor relationship management activities including coordination with manufacturers, distributors, buying groups, and strategic partner programs.
• Afford assist with documenting, validating, tracking, and submitting manufacturer SPIFFs, rebates, and partner program incentives.
• Generate and validate reporting related to year-over-year manufacturer and strategic partner spend.
• Afford assist with identifying opportunities to improve purchasing efficiency and maintain alignment with preferred vendor relationships and buying programs.
• Afford support invoice validation, billing coordination, and reporting to support accurate project financial management.
• Afford assist with maintaining operational reporting dashboards and sales support metrics as needed.
• Afford support Project Managers and Engineering teams with administrative and operational project tasks throughout the project lifecycle.
• Afford assist with project setup, scheduling coordination, document management, and project reporting updates.
• Afford prepare and organize project closeout documentation including manuals, warranties, and turnover materials.
• Afford support internal project tracking efforts to help ensure project readiness, material availability, and schedule alignment.
• Afford assist with client-specific compliance documentation including COIs, lien waivers, AIA billing support, and related administrative requirements.
• Serve as a professional point of contact for operational and project coordination communications.
• Afford clear and timely communication between internal departments, clients, vendors, and project stakeholders.
• Afford support meeting coordination, follow-up action tracking, and project-related reporting.
• Afford maintain accurate records, documentation, and project data within CRM and company systems.
• Afford assist with continuous improvement of operational workflows, tracking systems, and documentation standards.
• Afford provide backup support for other operations team members as needed.
• Afford adhere to company policies, industry regulations, and ethical standards.
• Afford promote a culture of integrity and responsibility within the company.

Qualifications

• High School diploma or GED required; Associate's or Bachelor's degree preferred.
• 5 years of experience in project coordination, operations support, procurement coordination, or similar administrative role.
• Experience in audiovisual integration, construction, technology integration, contract furniture, or related industries preferred.
• Proficiency with CRM and operational management platforms (ConnectWise experience preferred).
• Strong proficiency in Microsoft Office Suite, particularly Teams and Excel.
• Excellent organizational, multitasking, and time management skills.
• Strong written and verbal communication abilities.
• Ability to work independently while effectively collaborating across multiple teams.
• Strong attention to detail and organizational discipline.
• Ability to prioritize and manage multiple concurrent tasks and deadlines.
• Proactive problem-solving mindset with strong follow-through.
• Collaborative team player capable of supporting cross-functional teams.
• Adaptable and comfortable working in a dynamic, fast-paced environment.
• Professional communication and client service skills.