Operations Coordinator

Michael Best Strategies seeks an Operations Coordinator to join our team in the Waukesha office.

About the role

This role works closely with the Director of Finance & Operations and the Firm’s Finance & Accounting Department in the Waukesha office. This role is responsible for coordinating contracting, financial reporting, compliance, and client intake processes, ensuring accuracy, timeliness, and adherence to applicable regulatory requirements.

Key Responsibilities

• Establish and maintain client profiles and complete vendor registrations.
• Manage shared contract inbox and support contract workflows.
• Support month-end close activities, including reporting and database updates.
• Aid in quarterly forecasting, annual budgeting, and other core operational processes.
• Prepare periodic financial and operational reports on key metrics.
• Aid in the development and maintenance of standard operating procedures.
• Maintain firmwide templates and governance documentation on SharePoint.
• Identify and escalate process improvement opportunities.
• Serve as coordinator for the Director of Finance & Operations and provide general administrative and operational support as needed.

Client Intake, Contracts & Billing

• Review and approve draft proformas for clients.
• Manage engagement lifecycle for new and existing clients, including drafting, execution, and record retention.
• Serve as a resource for client intake processes, including agreements, payments, and documentation.
• Track onboarding progress from engagement through first billing; resolve delays.
• Collaborate with billing and collections teams on aged receivables and billing issues.
• Support resolution of client billing inquiries and disputes.

Job Requirements

• Bachelor’s degree in Accounting, Finance, or related field (preferred)
• 3+ years of accounting, finance, or operations experience, preferably in a professional services or regulated environment
• Proficiency with Microsoft Office applications (Excel, Outlook); CRM/financial systems experience preferred

Core Competencies

• Strong analytical, organizational, and project management skills
• High attention to detail with a commitment to accuracy
• Able to manage multiple priorities in a deadline-driven environment
• Sound judgment and discretion with confidential information
• Effective written and verbal communication skills
• Ability to translate financial information for non-finance stakeholders
• Strong interpersonal skills and ability to work cross-functionally
• Proactive approach to identifying issues and implementing solutions
• Ability to adapt to evolving regulatory and reporting requirements
• Comfortable working both independently and collaboratively
• Client-focused mindset with strong professionalism

Professional Requirements

• Authorization to work in the United States required
• Flexibility to work additional hours and travel occasionally, as needed