Business Operations Coordinator

The Business Operations Coordinator provides transactional support for finance, operational and administrative functions including budget monitoring, vendor relationships, facilities and fleet management, HR, IT, and records. Acts as lead system user/trainer for business applications and provides operations backup support for the Region.

Responsibilities

• Provides administrative budget support including expense coding; financial report dissemination, initiating, monitoring and approving regional procurement transactions.
• Collaborates with department leaders to ensure that programs are executed within budget.
• Ensures location processes are established and functioning for all cash and card transactions.
• Supports department directors with analytics for monthly forecasting of expenses.
• Utilizes appropriate systems and trains staff in their use.
• Troubleshoots phone and computer issues for Region.
• Reviews and assists with tech services requests.
• Ensures repairs are completed within budget and appropriate system is used to pay vendors.
• Develops and maintains relationships with vendors supporting each physical location.
• Obtains proposals for potential new vendors.
• Provides information/data needed for developing Business Plans for real estate transactions.
• Is liaison with other sectors for shared facilities/assets.
• Updates risk management system with current values/status as appropriate.
• Maintains fleet inventory records.
• Ensures appropriate and timely maintenance.
• Files and maintains insurance claims and follow up with estimates/repairs.
• Is liaison with Fleet Management in other sectors.
• Participates in planning events meetings.
• Maintains insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol.
• Provides guidance and data for grant reporting.
• Prepares various internal reports.
• Responds to internal/external requests for information and/or documentation.
• Acts as Region point of contact for FOCIS information.
• Develops, maintains and distributes a regional SOP Manual.
• Provides training to ensure consistent processes/procedures related to operations functions throughout the Region.
• May coordinate and train volunteers to assist with less complex daily transactional work such as data input, clerical support, etc.

Requirements

• High School or equivalent required.
• Associate’s degree in Accounting, Business or Public Administration preferred.
• Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, business or equivalent combination of education and related experience required.
• Ability to work on a team.
• Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations.
• Excellent organizational skills and ability to work with attention to detail.
• Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders.
• Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook.
• Must be proficient in Microsoft Office suite, SharePoint, & teams (preferred).
• Experience working with volunteers (preferred).
• Experience working with executives or C-suite level leadership (preferred).
• Must be flexible (preferred).
• Must have customer service experience (preferred).
• Must be able to coordinate and juggle many things at once (preferred).
• Travel is required throughout the Region with some travel outside of Region.

Skills

• Financial Administration Support
• Facilities Management
• Budget Monitoring
• Vendor Relations Management
• Fleet Management Operations
• Human Resources Support
• IT Support
• Records Management Projects
• Business Applications Training
• Microsoft Office Suite
• Excel
• Word
• Power Point
• Outlook
• SharePoint Development
• MS Teams
• Customer Service
• Travel Coordination
• Teamwork
• Organizational Skills
• Prioritization

Languages

English