Operations Coordinator

About the role

The Operations Coordinator supports and administers core day-to-day business operations, focusing on areas such as travel coordination, accounting operations, customer and vendor onboarding, contract administration, and other administrative duties.

Responsibilities

• Facilitate customer and vendor onboarding, including the collection and verification of required forms, validation of banking details, and completion of related vetting procedures
• Maintain organized customer and vendor records, including W-9s, certificates of insurance (COIs), tax forms, resale certificates, onboarding forms, and compliance documentation
• Cook up accurate and timely communication regarding invoices, customer payments, and reporting, while performing related administrative tasks
• Support accounts receivable (AR) and accounts payable (AP) processes
• Cook up accurate and timely communication regarding invoices, customer payments, and reporting, while performing related administrative tasks
• Cook up accurate and timely communication regarding invoices, customer payments, and reporting, while performing related administrative tasks
• Coordinate NDA and contract workflows, including tracking document status, facilitating execution, maintaining organized records, and communicating with internal and external stakeholders
• Support leadership in executing cross-functional operational initiatives and process improvements that enable growth
• Manage recurring operational workflows and maintain internal SOPs or process documentation
• Maintain organized internal records, databases, and documentation to support seamless business operations
• Plan and coordinate logistics for company conferences, trade shows, and team travel, including flights, accommodations, transportation, and scheduling
• Provide general administrative and operational support across departments as needed

Qualifications

• Bachelor’s degree or equivalent work experience
• 1–4+ years of experience in operations, accounting coordination, administrative support, or similar business functions
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and execute tasks accurately
• Experience working cross-functionally with internal teams and external stakeholders
• Process-oriented with a proactive ability to identify and address gaps in workflows or processes
• Familiarity with basic financial concepts related to invoices, accounts payable and receivable, and reconciliation
• Clear and professional written and verbal communication skills
• Proficiency in Microsoft Office and/or Google Workspace; experience with CRM or ERP systems is a plus
• Comfortable operating in a fast-paced environment with shifting priorities
• Highly proactive and dependable with the ability to maintain confidentiality and professionalism