Business Operations Coordinator at Vi-Leon

At Vi-Leon, authenticity is valued, candor is appreciated, and hard work is recognized with real opportunity for advancement. If you're looking for a place to sharpen your skills, be part of a supportive team, and build a career with unlimited potential, Vi-Leon is the place to start.

As a Business Operations Coordinator, you will play a vital, dynamic role in ensuring the smooth day-to-day functioning of our business-critical needs. We are looking for a proactive and detail-oriented person who will put an emphasis on reliability and follow-through, taking ownership of the behind-the-scenes work that keeps our office running and our operations team supported.

As part of a dynamic operations team, you will be responsible for but not limited to; office and facilities management, consultant and contract administration, revenue reporting, travel coordination, basic technology and communications support, and internal onboarding. The ideal candidate is solutions focused, organized, resourceful, and comfortable juggling multiple priorities in a fast-paced environment. Your attention to detail, responsiveness, ability to think creatively, and aptitude for collaboration will be essential in contributing to the overall success of our operations.

Responsibilities:

1. Office & Facilities Management:
• Maintain accurate inventory of office supplies and hardware, proactively reordering to prevent shortages
• Coordinate weekly office snacks to support a comfortable, well-stocked workplace
• Oversee general office maintenance needs, including lighting, electrical, phone lines, and printers, coordinating with vendors or building management as needed
2. Consultant & Contract Administration:
• Draft and issue external offer letters and consultant contracts, ensuring accuracy and timely turnaround
• Process consultant extensions and change requests, coordinating with recruiters, account managers, and consultants to ensure seamless transitions
• Maintain timecard approval workflows, following up with managers and consultants to ensure timely, accurate submissions
3. Problem-Solving & Process Improvement:
• Analyze and identify opportunities to improve existing processes
• Design and implement scalable solutions that increase operational efficiency, reduce redundancy, and align with business objectives
4. Process Maintenance and Creation:
• Develop and maintain standard operating procedures (SOPs) for various operational tasks
• Continuously evaluate and refine existing processes to improve efficiency and scalability
5. Revenue Reporting, Metrics & Data Accuracy:
• Track and report daily revenue dials to support leadership visibility into performance
• Compile and distribute weekly revenue metrics, ensuring accuracy and timely delivery to stakeholders
• Ensure the accuracy and integrity of data used in operational processes
6. Technology & Communications Support:
• Serve as a first point of contact for technology support requests, troubleshooting and escalating issues as needed
• Manage phone line support, addressing outages, spam calls, and other telephony issues promptly
• Maintain office printers and equipment to minimize downtime
7. Customer Service:
• Serve as a point of contact for internal and external stakeholders regarding operational inquiries and issues
• Address employees, consultants, and clients concerns promptly and professionally to ensure satisfaction
• Foster clear and consistent communication across teams. Work with cross-functional departments to align goals, share best practices, and address operational challenges
• Coordinate travel logistics for client visits, including booking, itinerary planning, and troubleshooting travel issues as they arise
8. Onboarding & Offboarding:
• Oversee both the internal and external onboarding process for new employees, ensuring a smooth and efficient transition. Manage the external offboarding process for clients or partners, ensuring all steps are completed accurately and timely

Qualifications:

• Bachelor's degree in business administration, operations management, or a related field (Preferred)
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent attention to detail and reliable follow-through
• Comfortable coordinating with vendors, consultants, and internal stakeholders
• Results-driven, with a passion for continuous improvement and a focus on process optimization
• Exceptional communication and interpersonal skills
• Ability to work effectively both independently and as part of a team
• Flexibility to adapt to changing priorities and work in a fast-paced environment
• Proficient in Microsoft Suite

Perks/Opportunities:

• Career growth and future leadership opportunities within a rapidly growing company
• Hands-on training and career development
• Work-life balance in a competitive atmosphere
• Creative freedom over process improvement and creation

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Vision insurance
• Paid time off
• Referral program

Schedule: Monday to Friday

Salary: Starting at $50,000 + Annual Bonus Plan

Work Location: In person/ on site in Beverly, MA 5 days a week

Ability to commute/relocate: Beverly, MA: Reliably commute or planning to relocate before starting work (Required)